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General
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About
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This chapter describes various quick steps to help you perform common tasks.
It can be used as a quick and easy way to learn how the application works or
as a reminder of commonly used actions.
The chapter "Concepts", describes
most of the terms used in the following examples. Refer to the chapters listed
at the end of each section to get more detailed descriptions and also to see
the other features available in SaleSmartz.
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Make a Price List
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About
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A Price List is used to store your Product information and pricing. Several
Price Lists (perhaps for each supplier) can be used by SaleSmartz at the same
time.
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Process
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1) Select "New..." in the "File" menu to show the "New
document" dialogue.
2) Choose the "Price List" option and click "OK".
3) Name and save the new Price List.
4) Install Products in a Price List by doing one of the following:
a) Selecting the "Import..." menu item to import Products from
a text file, e.g. export of your Price List from a spreadsheet program
(see chapter 17 "Importing Data").
b) Selecting "New Product" in the "Edit" menu, type
the new Product’s code in the dialogue window and click "OK".
Enter the Product's information in the fields in the new Product window
and save.
(See chapter "Price List")
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Make a Catalogue
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About
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Catalogues are used if you wish to group and show your products graphically.
Only copies of products appear in a Catalogue. Price Lists are needed to store
the original Products.
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Process
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1) Select "New..." in the "File" menu to show the "New
document" dialogue.
2) Choose the "Catalogue" option and click "OK" to
open the new Catalogue window.
3) The first page of the Catalogue is the contents. Pages can be added
by selecting "New section" in the "Edit" menu and then
viewed using the page switcher in the top left of the window. If "New
section" is not visible, deselect any icons which you may have selected
first.
4) Drag (or Copy/Paste) items from a Price List on to pages in the Catalogue.
5) Name and save the new Catalogue.
(See Chapter "Catalogue")
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Make a Print Template
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About
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Print Templates are used to define the printed appearance of Quotes/Invoices
and Catalogues.
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Process
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1) Select "New..." in the "File" menu to show the "New
document" dialogue.
2) Choose the "Print Template" option and click "OK"
to open the new Print Template window. A Print Template consists of one
or many "blocks". A default block is made automatically for the
Quote/Invoice or Catalogue columns near the middle of the window. The size,
border, content and font attributes can be changed for each block using
menus.
3) Add new blocks of customised text to the Print Template by selecting
"New template block" in the "Edit" menu, e.g. these
could be the address or phone number of the Contact.
Preset text (enclosed in «») will be replaced at the time of
printing with the related information from the Contact/Quote or Invoice.
4) Change the content of these new blocks by double clicking on the block
and defining it using the dialogue.
5) Resize blocks by first clicking to select them, then dragging the black
corners to the required size.
6) Name and save the new Print Template.
(See chapter "Print Template")
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Make a Contact (Customer)
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About
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Contacts are files which store information about a Company and/or People. Contact
information and history can be recorded in each file.
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Process
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1) Select "New..." in the "File" menu to show the "New
document" dialogue.
2) The dialogue will open with the Contact option already chosen, so click
"OK" and the new Contact window will open.
3) Additional people can be added to a Contact by selecting "New address"
in the popup menu to the right of the "Last name" field.
4) Enter data into the Address fields, and save.
5) The new contact can be saved by selecting "Save" in the "File"
menu. You will be presented with a dialogue which will allow you to save
the new contact as a single file, or a Contact Group (many Contacts in a
single file). The latter is recommended if you have a large number of Contacts
i.e. more than 500.
(See chapter"Contact")
Contacts can also be imported from other applications (see chapter "Importing Data").
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Make a Quote
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About
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Use a Quote to provide a Customer with details of pricing for selected products.
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Process
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1) To make a Quote, select a Contact and open its window by doing one of
the following:
a) Selecting "Show Contacts" in the "Windows" menu
to show the Contact List and double click on a Contact line.
b) Opening one of the Contact files on the disk.
c) Creating a Contact if necessary (See Make a Contact (Customer) section
in this chapter).
2) Once the Contact file is open, click on the "History" icon
to the left of its window to show the "History" mode.
3) If not already selected, select the Contact History field by clicking
in it. It will then appear with an extra line around it.
4) Select "New object" in the "Edit" menu.
If a dialogue appears for the new object, click on the Quote icon. A new
Quote will be created and selected in the Contact History field.
5) Products can be installed in the Quote by dragging (or Copying/Pasting)
items from a Price List or a Catalogue.
6) If there is no Print Template selected, one can be chosen (or changed
later) by selecting from the list of templates beside the "Choose template"
menu item in the "File" menu.
7) Choose "Print..." in the "File" menu to print out
the new Quote, or "Print preview" to see the quote before printing.
(See chapter "Quote", chapter "Price List" and chapter "Catalogue")
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Make a To Do Memo
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About
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A To Do Memo is a quick note which can be used simply as a reminder or for
more advanced scheduling.
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Process
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1) Type -T(Mac)/Ctrl-T(PC) or select "New To Do Memo" in the
"To Do" menu.
2) Type a message into the new To Do window.
3) Click on the lever at the top right of the window to show more function
buttons.
4) Click on the info button to change the due date and other related information.
5) "Hot links" to other information such as Contacts and Products
can be created on a memo by dragging icons of these items onto the memo.
6) View To Do memos in the To Do List, Month, Week or Day windows, opened
from the "To Do" menu.
(See chapter "Time Manager (Calendar)")
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General
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About
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This chapter describes some of the basic principles used in SaleSmartz. Reading
this chapter will prepare you with many of the common tools for using the functionality
in each part of the application.
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Documents
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Most new documents are created by selecting "New.." in the "File"
menu. A dialogue will appear allowing you to choose the type of document you
require.
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Window menu
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This menu contains a list of all document windows. If any document windows
are open, the current (front) window is marked with a "¯". The
abbreviated window type is also shown in brackets, after the window’s name.
If you are working with a large number of windows, you may wish to hide some
of them. The menu item "Hide Window name" performs this action. To
show a window again, select it in the Window menu or select the menu item "Show
all windows" in the Window menu.
The "Show Contacts" menu item allows you to view contact lists. "Show
all contacts" will show the Contact List window containing all Contacts
installed in the SaleSmartz application. If you are using contact groups, then
the list of contact group files will appear in the "Show Contacts"
menu. Selecting one of these groups will show the window containing the selected
contact group.
"Show Catalogue/Price List" will open the application’s default
Catalogue or Price List if it has been installed in the preferences. Other price
list and catalogue files will also appear in a sub menu to the right of the
"Show Catalogue/Price List" menu item. Selecting one of these files
from the sub menu will open each of the Price List or Catalogue files.
"Show contact properties" will show the list of contact properties
in the "Shared resources" document.
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Edit menu
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Addition or removal of objects (e.g. Quotes or Contacts ) contained in windows
is performed with this menu. There are three main actions.
1) New object. Adds an object of the type currently being worked on.
2) Edit/Open/Select object. Allow the current object(s) to be changed. The
"Return" or "Enter" keys also perform this action once an
object is selected.
3) Clear object. Deletes the currently selected object. The "Delete"
key also performs this action.
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Other menus
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Most document windows will have their own menu. These will only appear when
that document window is selected and contain items relating to its window.
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Access level
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There are two access levels for the application, customer view and full access.
The access level is changed by selecting "Full access" in the "Edit"
menu. A tick, "¯", beside this menu item indicates that you are
currently using the full access level.
"Full access" is used by the Salesperson to prepare and evaluate information.
The customer level could be used to show the customer your Catalogue of Products
and prepare a Quote for them.
The customer level restricts the type of information shown. Costs and supplier
etc. are hidden with the customer level. See the preferences for additional
options for the customer view level.
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Table of user level access
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A password can be used to restrict access to the "Full access" level
if you wish (See section "General", chapter"Preferences").
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Limits
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The limit to the number of Contacts and Products used in SaleSmartz is not
fixed. A Price List can conceivably contain tens of thousands of Products. Factors
such as available memory and network speed will determine what are reasonable
limits.
Generally text fields in SaleSmartz have no length limitations. In reality fields
can contain a little more than 30000 characters. This means that text such as
product codes and names have no fixed length, allowing much more flexibility.
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Date/Time
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Date and time formats used by this application are taken from your computer’s
system software (See your computer’s operating manual for more information).
Date and time fields are used to change time settings. These fields can be edited
by clicking in the section of the date or time you wish to edit and typing the
new setting. The field will "add" each keystroke to the field section
to set the date. Only valid date or time settings are shown when they are being
edited.
Some date and time fields have this button to the left. This button is the "Now"
button and sets the value of the associated date/time field to the current date
or time.
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Currency and numbers
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The currency symbol and number format used by this application is taken from
your computer’s system software (See your computer’s operating manual
for more information). In most computers changing the numbering system is done
in the "Control Panel".
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Margin
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Many areas of SaleSmartz use a Margin in its calculations. Margin is used as
a percentage to indicate the profit made when selling Products and making Quotes.
The formula used to calculate margin percentage is:
Margin = (Sell price - Cost price ) / Sell price x 100
Or if you are converting from Markup
Margin = Markup% x Cost price / Sell price
The allowable limits for Margin percentage in SaleSmartz are from -1000% to
99.99%.
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All choices button
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In some windows you may see this icon 
on a button. This is the "All choices" button. Clicking this button
will set the appropriate settings to show all information available. This is
used in the To Do List window and Contact History.
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Display columns
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In some windows (e.g. Contact List, Print Template and Price List) columns
and headers are used to display information.
The type of data shown in each column is changed by clicking on the popup menus
(triangles) in the right of each column heading. A list of options will appear,
choosing one will change that column’s data type.
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Selecting column content
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Clicking on the heading text will sort the list in ascending order by that
column. Clicking again will sort in descending order, and again will stop sorting.
The current sort key column is shown underlined. In the figure above, the "Product
code" is the sort column.
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Resizing columns
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Resizing the columns is performed by clicking in the grey bar at the right
edge of each column popup menu. A grey line appears, showing the new column
size. If the size of the column is very small, the pop up menu will be hidden,
and/or the column heading text will be truncated to fit.
Resizing a column width to nothing will remove that column from display. Additional
columns can be added (up to a maximum of ten columns) by clicking on the button
to the right of the last column.
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List buttons
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Additional buttons will appear in the top right of a list. These will delete,
add, or view info for an object that is selected.
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Keyboard shortcuts
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To speed up actions, parts of SaleSmartz have keyboard shortcuts.
The "delete" key is a short cut for "Clear" in the "Edit"
menu. First select an object and then press "delete" to remove it.
The "return" and "enter" keys are shortcuts for the Edit/Open/Choose
object menu item in the "edit" menu. Select an object in a window
and press "return" or "enter" to perform the editing action,
e.g. opening a window or showing more information. This has the same effect
as double clicking on an object.
Rows in various lists (Price List, Contact List and To Do List) can be quickly
shown by typing the letter of the first character of the content of the sort
column. For example, in the Price List, pressing "C" will scroll and
select the first Product whose name begins with "C" (assuming the
list has been sorted by product name). Pressing the "Tab" key will
jump to the next item beginning with that character. In this example, it would
select the next Product whose name begins with "C".
Dialogues also have keyboard shortcuts. Buttons and check boxes in a dialogue
have shortcuts based on the name of each item. Holding the (Mac)/Ctrl(PC) key
and a character activates these shortcuts. The character to be typed is determined
by the name of the button, e.g. typing (Mac)/Ctrl(PC)-C will activate a button
called "Cancel".
Note: If there is more than one button whose name begins with the letter you
type, then the second letter of the name is used as a shortcut, i.e. in the
example with a button called "Cancel", if there was a second button
called "Choose file", you would type (Mac)/Ctrl(PC)-H to activate
"Choose file".
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Catalogue/Quote
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About
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Both the Catalogue and Quote documents use a similar book-like format. They
consist of a Contents and one or more Sections (Pages).
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Pages
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Sections contain a list of items (Products or Bundles) in a graphical form.
Each section has a name, which is edited in the field next to the Page Switcher.
Adding or removing sections is performed by menu items.
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Contents
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The contents page shows a list of all sections.
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Contents page
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The triangle pointing to the right, on the left of each section name can be
used to show a list of the section’s items. Click on the triangle, it will
change to a downward pointing arrow and show the section’s items. To hide
the list of items, click on the triangle again, to close it.
Items can be moved within or between sections by selecting and dragging them.
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Page switcher
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Switching between sections is performed by the page switcher.
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Page Switcher
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Click on the page symbols at the top of the page switcher to move to the next
or previous section . The label below this displays the current section number
and total number of sections.
Dragging the knob below the label scans through all of the pages. Clicking in
the drag bar will jump to the page in that position.
The name of the current section is shown and edited in the text box next to
the page switcher.
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Installing items
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New items are placed into Catalogues/Quotes from Price Lists and Catalogues
in one of the following ways:
1) Copy/Paste items, using the "Edit" menu.
2) Selecting and dragging items from other documents.
3) Selecting "Find..." in the "Edit" menu, do a find, then
"Add" items.
4) Products can also be added to Quotes by clicking on the "Add"
popup menu below the page switcher. This will show a popup menu with the contents
of the default Catalogue/Price List file (set in the preferences).
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Locating source files
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Entries in Quotes and Catalogues have links to source files such as Price Lists
and Catalogues. These source files may be moved or deleted on the disk. You
may also just want to change all document references to another. When this happens
follow this procedure:
1) Select the "Locate source documents" menu item in the "Quote"
or "Catalogue" menus to open the dialogue.
"Locate source documents" dialogue.
2) The list of all source documents used in the Catalogue/Quote will appear
on the left hand side of the field. To locate or change the file, double click
on the line or select and click "Choose file".
3) The file selection dialogue will open to allow you to choose a replacement
file.
4) Once chosen, the new file name will appear on the right hand side of the
field.
5) Click "OK" to close the dialogue and put the changes into effect.
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Dialling
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About
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SaleSmartz has several shortcuts to automatically dial phone numbers for you.
This feature is available in Contact file windows, the Contact list window and
To Do Memos. Clicking on the button in these windows will open the "Telephone"
dialogue.
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Telephone dialogue
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Dial
The dial button in the telephone dialogue dials the number displayed.
Timer
The timer field will start automatically when you dial a number. You can also
click on the green start button to manually start the timer. This time can then
be recorded in contact memos by clicking the "Contact memo" button.
Prefix
The prefix field is set in the "Settings" dialogue and can be used
for example for overseas or outside line prefix numbers.
Telephone number
This field contains the number that will be dialled when you click the "Dial"
button. The popup menu to the right of this field allows you to choose other
numbers if they are available e.g. this popup menu can contain the list of phone
numbers for a contact, gathered from a Contact file or To Do Memo.
Note: When the "Telephone" dialogue is opened from a To Do Memo, the
memo is searched for phone numbers, both in the content of the memo and in the
hotlinks on the memo.
Conversation notes
When you are talking to a person, you can write notes in this field. These
notes can then be converted into a Contact Memo or a To Do Memo by clicking
on the buttons below this field.
Contact Memo
If the "Telephone" dialogue was opened from a contact window, or
a To Do Memo with a Contact hotlink on it, then the "Contact Memo"
button is visible. Clicking on this button will take the text content of the
conversation notes field and make a new Contact Memo in the associated Contact.
To Do Memo
Clicking on this button will create a new To Do Memo with the text content
of the conversation notes field.
Try Later
This button creates a new To Do Memo with a "Dial" hotlink. Opening
the "Dial" hotlink will open this "Telephone" dialogue again,
allowing you to try ringing the number again.
Settings...
The method of dialling can be set by clicking on the settings button, which
opens the "Phone" section of the preferences (See section "Phone/Fax", chapter "Preferences").
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Multi-user files
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About
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Most of the files used in SaleSmartz can be used in a network as a multi-user
system. No additional software is required to do this, just a multi user version
of SaleSmatz. To use the multi-user facilities, place the required file on a
networked shared disk which is available to all those who wish to use it (See chapter "Multi Users").
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Quote
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About
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One of the main functions of this application is to supply Quotes to Customers.
This process is summarised here:
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Quote flow chart
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The window on the left represents a Contact/Customer containing Quotes and Invoices.
Arrows represent the flow of information, i.e.Products can be moved from Price
Lists and Catalogues into Quotes.
A Quote is first created in a Contact file.
Products/Bundles can then be added from Price Lists and Catalogues.
When complete, a Quote is printed in a format according to the chosen Print
Template.
Accepted Quotes are then converted to Invoices with the menu item "Convert
to Order/Invoice".
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Price List
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About
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Price Lists contain the Products shown in Catalogues and Quotes. You are able
to use multiple Price Lists in SaleSmartz at the same time.
The Products in each list have various attributes, e.g. product code, name and
sell price. Catalogues, Quotes and Invoices use stored product codes to retrieve
and display Product attributes from Price Lists.
Products can be modified or imported from text files, such as exports from spreadsheets.
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Catalogue
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About
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A Catalogue is a collection of Products from one or more Price Lists. These Products
may be grouped together and placed on different pages of the Catalogue. Catalogues
are used to graphically group and show Products for quick access and most importantly,
show to Customers.
The Product images (catalogue entries) in a Catalogue are referenced to a Product
in a Price List by product code. When the Product or price changes, so too does
the Catalogue's entry.
Bundles of Products can also be created in the Catalogue. These are treated as
single items, with a single price but may consist of multiple Products. They can
be used to provide a "Special deal" or to simplify repetitive actions.
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Print Template
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About
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Once a Quote or Invoice is ready, it can then be printed using a Print Template.
The Print Template defines the printed appearance of the Quote or Invoice. "Blocks"
can be placed on the template from various sources, e.g. Contact Address, Contact
Name, current date, logos and pictures.
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Contact (Customer)
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About
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Contact files contain information relating to a specific Person or Organisation
such as Address and Call history. Links to Document files such as faxes and
letters can also be stored with a Contact.
Contacts can be Customers, Suppliers and even personal contacts.
A list of Quotes and Invoices can be included in Contact files.
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Quote
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About
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Quotes are created for Customers. They use a similar principle to Catalogues,
with pages and contents, but prices are not changed automatically in a Quote.
Products and Bundles can be moved into a Quote from Price Lists or Catalogues.
When items are moved to the Quote, the current price and other information is
copied from the Price List or Catalogue. This and other information can be updated
or modified later.
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Invoice/Order
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About
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Invoices and orders are treated as the same object in SaleSmartz.
Invoices are fixed records of a Customer’s purchases, created by converting
Quotes to Invoices in the Contact window.
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To Do Memo
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About
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To Do Memos are text windows which can be used when you wish to have reminder
notes, make appointments or link information together.
They can be used to store simple text or links to Contact icons or even Products.
To Do Memos can be created without closing any documents you are currently working
on so interruptions can be handled easily.
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General
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About
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Contacts are people or organisations and may be customers or suppliers. Each
Contact can be stored as a separate file or in a Contact Group. The "Contact
List" collects Contact files and displays them as a single list (See chapter "Contact List Window").
Separate files have several advantages. One of which is to be able to take
some Contact files on a portable computer out in the field, edit them and replace
them back in the office once finished. Sales staff can also swap customers amongst
themselves by simply swapping files.
In order for these files to appear unique on the disk, they are renamed automatically
when the Contact company name is changed and saved.
Contact groups can also be used to store Contacts. These groups can contain
many Contacts and also be used to classify Contacts, such as a "Supplier"
group and a "Customer" group.
If you have many contacts (more than 500) then Contact groups are recommended
for Contact storage.
In the Macintosh version of SaleSmartz, each Contact is aware of its file’s
folder and label colour. The Windows version also has label colours in SaleSmartz,
but disk file colours are not available on a Windows system.
Contacts can also be classified in your own way by using the variables mode.
Contact files can be shared across a network allowing multiple user access to
the same file (See chapter "Multi Users").
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Menu
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When the Contact file window is selected its menu will appear.
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Contact file menu
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Show Person/Address
This allows you to display one of the people (addresses) within the contact
file.
Set as default
This will set the currently viewed person, as the default for the contact file.
Set as delivery
This will set the currently viewed address as the delivery address for quotes and invoices.
Don't link eMails
This setting will prevent eMails from being linked to this contact automatically.
Copy person and address
When you select the icon of the person in the contact window (above the first
name field), this item will allow tou to copy the whol person and address, and
then paste it again, or in another contact.
New Person/Address
This creates a new empty person and address.
Clone Person/Address
This creates a copy of the currently viewed person and address
Delete Person/Address
This deletes the currently viewed Person and Address
Copy all details
This menu item copies the name, address and phone numbers of a Contact person
in the address mode, to the clipboard.
Copy merge field names
The mail merge field names can be copied to the clipboard by selecting this
menu item. These fields can then be used to create mail merge templates by pasting
them into a document in a word processor application (See chapter "Mail Merging").
Move contact to...
This action will move a contact to another contact group.
Delete whole contact
This will delete this contact from the file.
Post code after town/state
The position of the post code in an address can vary for different countries.
If you have Contacts in countries where the post code position is different,
then you can change the position for this Contact by selecting this menu item.
Select it once to change, and again to change back. The position of the town
(state) and post code fields in the address mode will change accordingly.
The default post code position is set in the preferences (See section "Contact", chapter "Preferences").
Has "State"
If a contact has addresses that include a State, this menu item should be checked.
This adds a state field to the address fields. If you have purchased SaleSmartz
in a country that has states then this option will automatically be marked on
for all new contacts.
File label
The file label (colour) can be changed by selecting a colour from the "File
label" menu. On a Macintosh, each contact’s disk file can be given
a label colour. This colour is shown for each contact in the contact list and
in the contact file’s icon on disk.
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Creating
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Select "New" from the "File" menu and then choose the Contact
document type. Alternatively select "New Contact" in the "Edit"
menu, from the "Contact List" window.
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Deleting
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Deleting a Contact involves deleting its file on disk or from its Contact Group.
A Contact can also be deleted from the Contact List, by selecting a Contact
and then selecting "Clear Contact" in the "Edit" menu.
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Opening
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Contact file windows can be opened by double clicking on a Contact file or
alternately from the Contact List by selecting a Contact, and selecting "Open
contact" in the "Edit" menu. The Contact window consists of four
different data display modes. Each of these is represented by an icon on the
left of the window. Clicking on the icon will show the appropriate mode.
Quotes/Invoices/Products and To Do Memos can also be dragged onto a Contact
in the Contact list window to open this Contact.
To Do Memo Hot Links can also open a Contact file when double clicked (See section "Hot Links", chapter "Time Manager (Calendar)").
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View options
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The contact window can be viewed in several ways depending on the size of your
computer screen. To change the view settings, open the "Preferences"
from the "Windows" menu and select the "Contact" preferences
(see section "Contact", chapter "Preferences").
You can view all contact details at the same time, or only view sections at
a time by clicking on the icons in the left of the contact window.
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Contact window, using the “show profile/history in address
mode” preferences
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Address
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About
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General information about a Contact is shown and edited in the address mode.
More than one person or address type (e.g. postal, street or visiting address)
can be added to a single Contact file.
One of these people or addresses can be marked as the default. This default
address will be shown in the Contact List window in the columns containing address
details. The currently shown address can be selected with the popup menu to
the right of the Person last name field. This popup can also be used to add
or remove Person/Address types. There must however be at least one Person/Address
type for each Contact file.
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Contact address mode
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Save and close
Save changes and close the window.
X - close
Close the window without saving.
Contact file - menu
Menu containg the Contact address mode actions.
Company Name
This is the name of a Contact's compan |