Contact Management Database Features
Contact Management Record
An individual record for each main prospect on the database with a facility for unlimited prospect branch records. The facility to enter multiple contact names for each prospect record or branch. Three type codes can be set up for each prospect record. Tables can be attached to each type code. This will allow enquiries, reports and mail shots by a single type or different type combinations. Unlimited notepad records can be generated and stored, the only limitation is the hard disk space on your computer system. The notepad which will allow the user to type in text as they are talking to the prospect on the telephone. Note pad with unlimited records for adding user comments. Each comment can contain different contact levels and telephone numbers. Multiple follow up dates allowed and these trigger specific reports. A global Standard Comment Table, which will allow the user to enter common responses and actions to the notepad thus, speeding up the data entry process. Automatic follow ups can be set up, so important functions are not over looked. Full on line enquiries to any of the records and comments in the note pad on the database. Records (Prospects or Prospect Branches) can be selected either using the Prospect Number, Prospect Short Name, Post Code or Type. By using a system hot-key, the Prospect information can be viewed at any time whatever program the user is running within Sage Line 100. This is invaluable when the user is, for example, processing sales orders and may wish to check a prospect record in response to a telephone call. A Status Code on the comment line with an accompanying report, for those special comments which need to be highlighted for immediate action.

Generate Follow Up Comments
The system will automatically allow the user to generate global automatic follow up comments for all the prospects in the Contact Management Database, for example a large mail shot. In addition, individual comments can be entered by each sales person when telephone calls are made. The user is prompted to enter a follow up date to be used on the reports and enquiries. Memo comments can also be added with no follow up action.

User Initials
Each sales person on the system is set up with their own login for the Contact Management Database. This will enable the Sales Manager to generate reports and monitor work carried out by individual sales people in his or her team.

View Outstanding Follow Ups
The sales staff can view on a day to day basis their individual outstanding prospect follow ups. The Sales Manager can view all outstanding follow ups for all the sales people on their team. The View Outstanding Follow Up option automatically generates a report for the user.

Global Standard Comment Table
There is a global standard comment table which the Sales Manager or each sales person on the team can build up to make the entering of global comments on the Contact Management Database more uniform and easier on data entry. Contact Management Database Enquiries When the user enters the system a list will be displayed for all their individual follow-ups for that day. The prompt will remain until the user takes the appropriate action. A parameter switch can be set to show all follow ups outstanding which have not been cleared. Full enquiry facility with 'drill down' to expand the comment lines. This information is also available when the user is entering comments for a prospect or prospect's branch on the Contact Management Database. Comments can be viewed across all prospects and their branches. Comments can be selected by Contact Name or Status Code. Contact Management Database Reports There are several contact management reports, the major ones are highlighted below.

Report Selections
The system comes with a full suite of management reports, which can be run globally or by each individual sales person. Reports can also be selected by type. Extensive selection criteria available.

Sales Personnel Follow Up Report
The purpose of this report is to assist the sales staff who have to chase prospects in the 'Sales Cycle'. The report will print the last comments entered on the Contact Management Database and the action to be followed up. Selection criteria is on date range, prospect number, short name, post code or type. The report will use the follow up date entered by the sales person so forgetting to ring the prospect back as agreed or, chase progress on an action promised need never happen again. A 'switch' can be set up to include all outstanding comments for a prospect.

Full Comment Report
The purpose of this report is to assist the Sales staff in printing a full sales cycle profile of a prospect. The report will print for the user all the history entered for this prospect either since their record was first entered on to the computer or, up to the last date since the history was cleared down.

Contact Management Daily Audit Report
Every time a new prospect is entered onto the Contact Management Database, the system will generate an audit report. The Audit report will be printed on a date range. This should be run on a daily basis so management can check on the new companies added to the Contact Management Database for an individual day.

Mailing Labels
The user will be able to print mailing labels by prospect, branch or type.

Type Reports
The user will be able to print reports by prospect type. For example, different market areas that the company is trying to address with a mail shot, i.e. Retailers. Reports can be run on a single type or a combination of all four types.

Last Comment Report
The purpose of this report is to print the last comment for a prospect or branch. · Name & Address Report The purpose of this report is to list the prospect's name and addresses details.

Prospect Branch Report
The purpose of this report is to list all the branches held for a prospect. Contact Management Database Utilities There are utilities to perform the following functions. These are considered as a restricted action and are password protected. The major utilities are shown below:-

Setting up the Users Initials, so that the reports can be produced by each individual sales person.

Type Code Table for setting up and maintaining Type Codes and Descriptions.

Standard Comments Table for setting up and maintaining Standard Comments.

Rebuilding the Contact Management Database Indexes.

Prospect Record and comment deletion.

Contact deletion.

Routine to upload all Sales Ledger accounts on to the Contact Management Database.

Changing the password.

Limited customisation of the Contact Management Database with parameter settings.