Universal Client Sales Manager™ Pro

Universal Client Sales Manager™ Pro
Universal Client Sales Manager™ Pro
Sales & Client Relationship Management System
The Sales Tracking and Client Information
Management Solution for Independent Businesses
Golden Tier Management Software, Inc.
Copyright © 2012 Golden Tier Management Software, Inc.
Version 3.0
Universal Client Sales Manager™ Pro
TABLE OF CONTENTS
Chapter 1
System Requirements and Installation ............................................................3
Chapter 2
How Do I Navigate Around Universal Client Sales Manager Pro .................5
Chapter 3
Setting-up Your Organization .........................................................................7
Chapter 4
Setting-up the Client Database ......................................................................14
Chapter 5
Setting-up the Parts / Services Database & Suppliers ...................................17
Chapter 6
Entering Estimates and Sales Orders.............................................................20
Chapter 7
Entering Payments.........................................................................................25
Chapter 8
Returns ..........................................................................................................28
Chapter 9
Statements and Transaction Reports .............................................................30
Chapter 10
Linking External Documents.........................................................................31
Chapter 11
Tracking Deals with Clients and Leads .........................................................32
Chapter 12
Setting up Deal Process Definitions ..............................................................35
Chapter 13
Master Activity Log ......................................................................................37
Chapter 14
General ToDo Tasks......................................................................................39
Chapter 15
Complaints ....................................................................................................41
Chapter 16
Client Communications Log .........................................................................43
Chapter 17
Follow-Up List and Follow-Up Planner........................................................45
Chapter 18
Scheduling .....................................................................................................47
Chapter 19
Generating and Exporting Reports ................................................................49
Chapter 20
Setting up Foreign States...............................................................................51
Chapter 21
Microsoft Outlook and Skype Support..........................................................52
Chapter 22
Sales Tax and Credit Card Information .........................................................53
Chapter 23
Back-up and Restore .....................................................................................54
Chapter 24
Upgrade Software ..........................................................................................56
Chapter 25
Importing and Exporting Data into Universal Client Sales Manager Pro ....57
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Introduction
What Can Universal Client Do For Your Business
Universal Client Sales Manager Pro is a comprehensive, integrated sales and client relationship
management system. Deals can be tracked stage by stage from start of a deal through a sales order.
Client demographics, sales, estimates, payments and returns can tracked and reported through a
variety of reports. Client related functions such as client communications, follow-ups, appointments,
and complaints can be tracked along with due dates. A Master Activity Log allows for a
comprehensive view of all due tasks from these client related functions.
Universal Client Sales Manager Pro will manage all of your client’s demographic information for
easy reference. Since Universal Client Sales Manager Pro has universal application, the
demographics information includes numerous fields; names, billing and shipping addresses, contact
detail, associations, date of birth, gender, marital status, social security and EIN numbers.
Using the Deals function, the sales person can enter and track deals with clients and leads and
change the status of the deal as it progresses through the various stages.
Estimates can be generated via the Sales Order function. View / Modify / Delete Estimates from the
Estimates List by clicking the "Estimates" button on the Client Info screen. Sales Orders can be
created via the Sales Order function or automatically created with a click of a button from an existing
estimate. Sales Orders can be accessed via the Sales Order button on the Client Information screen.
Sales orders can be converted to invoices by the click of a checkbox. Point of Sale transactions can
also be entered as a sales order.
Your business’s parts and services database details are captured for reference in all the sales and
billing transactions. The parts and service database includes fields for part numbering and
descriptions, size, revision, unit price, unit of measure, serial numbers (if desired) and if the part or
service is taxable. If a part or service is taxable, through the sales tax table, the applicable state
sales tax rate is selected and used to accurately calculate sales tax. For convenience, a supplier can
be associated with the part. The supplier information includes name, contact information and
supplier’s reference part number.
Using the customer demographics and the parts and service databases, sales entries are created by
entering a part(s) selection, salesperson and charges. These sales entries are uniquely numbered and
are easily tracked. Sales invoices are created for billing purposes and include client purchase order
and job number references for detailed tracking. Sales estimates can also be created and readily
converted to sale invoices.
Returned goods are credited to the clients account and refunds are automatically calculated. All
return and refund information is recorded for viewing and reporting.
Sales payments are recorded as point of sale (POS) or against an invoice. Payments are applied
against the respective sales record, with payment details being captured for easy reference and
reporting. Sales details are tracked by salespersons, part and service number, clients, job number or
date range.
With sales and payments being tracked, client account receivable reports are readily available to
manage your business. Client statements are generated to alert clients of their unpaid balances.
Universal Client Sales Manager Pro will assist in scheduling with clients and employees. The
scheduler will set up and track appointments with clients by employee, date and time. Schedules are
printed to assist in planning and managing your employee’s activities. Work orders can easily be
generated from the scheduler. A follow-up planner is available to provide reminders, to increase
the level of customer service and reduce the stress of tracking multiple tasks.
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Client complaints are logged and any corrective actions recorded. If managing a product complaints
program, logged complaints are tracked by a unique identifying number and are tagged with an open
or closed status to assist in tracking and follow-up.
Client communications are recorded in the client communication log. Easy assess to an electronic
diary allows communications to be recorded by client, employee, date and communication notes.
A Master Activity Log is available for an integrated view of all deal, communication log,
complaints, follow-ups, and general ToDo tasks and appointments that are due. A variety of
advanced search functions are available to restrict the view of ToDo tasks.
External digital document, such as Word® and Excel® documents, scanned files and pictures, can be
linked to the client record for immediate access. These document links allow for easy retrieval and
display of files that are saved on your computer. Examples of external files are client specifications,
digital photographs, and electronic faxes.
Since Universal Client Sales Manager Pro is a database system, all the information and data are
accessible and available for reports. Preformatted reports include client, employee, part/service, and
supplier database listings, a variety of sales and payment history reports, accountant’s report,
accounts receivables, client complaints, communication log, and returns reports. All reports can be
exported into Microsoft® Excel® spreadsheet formatted files.
System administration allows for the creation and maintenance of part / service information
records, employee information, business location information, supplier information, company
organization information, definition of states/regions/provinces, and deal process setup..
Customization options allow for default employee, location, linked document storage, setting the
beginning invoice number, the default linked files folder, automatic backup, backup location, and
compacting of the database.
Properly formatted client databases can be imported into Universal Client Sales Manager Pro to
load existing databases. A backup feature allows for safe storage of all Universal Client Sales
Manager Pro data and a restore function allows for data restoration.
Microsoft Office® Access 2007® run-time version is automatically loaded at the time of installation.
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Chapter 1
System Requirements and Installation
The following system requirements are necessary to install Universal Client Sales Manager Pro.
Microsoft® Windows XP® Service Pack 2 or Windows® Vista® and Windows 7® operating
systems
Microsoft Office® Access 2007® full version or run-time version
Minimum 158MB of free disk space recommended
To install Universal Client Sales Manager Pro, the installation file is either downloaded to your
computer or directly installed from the website. If Universal Client Sales Manager Pro is installed
directly from the website, the installation file is saved on your computer. In the event the application
is to be reinstalled, it must be reinstalled via the website. If the installation file is downloaded onto
your computer, it can be reinstalled by running the Universal Client Sales Manager Pro installation
program directly from your computer.
To install the program via the website, click the “download” button. A popup window will appear.
Choose whether to install from the website or to download the file to your computer. It is
recommended that the installation file be downloaded onto your computer in the event it needs to be
re-installed. When the file is finished being downloaded, double-click on the “exe” installation file
to get to the installation process started. Click the “Next” button on the opening installation screen.
Read the End-User License Agreement and click the “I accept the terms in the License Agreement”
to proceed. This will enable the “Next” button on the screen. Click the “Next” button to continue.
The installation program is setup to install the application in a pre-defined location. By default the
Universal Client Sales Manager Pro application is installed in “C:\Documents and Settings\All
Users\ Application Data\Golden Tier Management Software\Universal Client Sales Manager Pro
V3.0” in XP and “C:\Users\All Users\Golden Tier Management Software\Universal Client Sales
Manager Pro V3.0” in Vista and in "C:\ProgramData\Golden Tier Management Software\Universal
Client Sales Manager Pro V3.0" in Windows 7. The database data file is installed in the login user’s
local area. For XP, typically in “C:\Documents and Settings\Login Name\Local Settings\Application
Data\Golden Tier Management Software\Universal Client Sales
Manager\UniversalClient_DB.accdb” and for Vista and Windows 7, typically in C:\Users\Login
Name\AppData\Local\Golden Tier Management Software\Universal Client Sales
Manager\UniversalClient_DB.accdb”. It is recommended that the suggested installation location be
used. Click the “Next” button to continue. The Ready to Install screen will display. Click the
“Install” button to begin the installation.
The installation program will install both Microsoft® Access 2007® run-time environment and the
Universal Client Sales Manager Pro application and associated files. Click on the “Finish” button
when the installation is complete (i.e., the “Universal Client Sales Manager Pro Setup has been
successfully installed” screen).
A Universal Client icon will be created on the desktop and the Start/All Programs/Universal Client
Start menu.
The “UniversalClient_DB.accdb” file will contain all your entered data. The Universal Client Sales
Manager Pro application has a built-in backup utility to backup this file to a user specified location.
Alternately, the user can manually backup the file by directly copying the file from the installation
directory (specified above) to a desired destination location for backup.
It is not recommended that the Universal Client Sales Manager Pro file be moved to another
location and executed from the new location. To re-install the program or install it in a new location,
it is recommended that the downloaded installation program be used. To install the program in a
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user specified location, use the “Custom” option during installation. When re-installing the
application it will be necessary to replace the newly installed Universal Client Sales Manager Pro
file which contains no user entered data with your old file that includes all your entered data. Copy
your old backed up file to the installation directory and delete the new file. The file must have the
same name as the new installed file and be associated to open with Microsoft® Access 2007®. Do
NOT run the application with Microsoft® Access 2003® or Access 2000®.
To run the program, double click the Universal Client Sales Manager Pro icon on the desktop or
select Universal Client from Start/All Programs/Universal Client.
As Universal Client Sales Manager Pro is used and data is entered, the program grows in size. The
initial size at installation of the application program is over 38,000 KB. If the file size seems to
affect system performance, the user can periodically compact the application by clicking the
“Compact the Database on Close of Application” checkbox in System Administration \ System
Info.
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Chapter 2
How Do I Navigate Around Universal Client Sales Manager Pro
Main Menu
The main menu is the first navigational launching point for Universal Client Sales Manager Pro.
Seven modules are available;
1. Clients and Sales Orders
2. Deals
3. Reports
4. Scheduler
5. Parts/Service Database
6. Master Activity Log
7. System Administration
Clicking on one of the main menu buttons opens that respective module.
Hot Links
Hot link buttons are found at the top of each screen. Clicking on these buttons quickly accesses and
opens that module or feature.
Entering and Editing Information; Data Fields
Information is entered in four types of data fields. The four types of data fields are free text, drop
down list, numeric keypad pop-up and calendar pop-up fields. In the free text field, unformatted
information is entered, such as notes, names, and memos. A drop down list within an entry field
allows for the selection of available data already entered and associated with that information field.
Numeric pop-ups allow entry of numeric data via a calculator. Calendar pop-ups scroll by month
with selection of the desired day. When a date field is selected by clicking on the field, a calendar
icon appears next to the field. Clicking the calendar icon opens the calendar popup.
Entering, editing or deleting information within any module requires the activation of that module’s
screen. When initially opened, the module’s screen is in a “View” mode, where data can only be
viewed, but not edited or entered. To enter, edit or delete information on that screen, the screen must
be activated by clicking on either the NEW or MODIFY buttons located at the bottom of the screen.
When the NEW button is clicked, the screen is activated with all of the data fields blank. When the
MODIFY button is clicked, the screen is activated and all the current data field information is present
and can be modified. When a screen is activated, the data fields are highlighted; mandatory data
fields are highlighted in blue. Highlighted data fields are accessible for addition or modification.
To save a new or modified record, click the SAVE button. The SAVE operation also puts the screen
back into “View” mode.
While adding a new record or modifying an existing record, additions or changes are restored or
“undone” by clicking the Undo button. All new and edited data fields are restored to their previous
value and the screen returns to the View mode. Once a record is saved, changes cannot be undone
using the Undo button.
Clicking the DELETE button deletes the entire record. The record is no longer accessible by the
system.
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Clicking the CLOSE button closes the screen. If changes or additions have not been saved, then the
system prompts the user for confirmation whether to save changes before closing the screen.
Drop down fields display a list of available data for selection.
Detail information for data fields containing clients, employees, parts, suppliers, and locations can be
displayed by double clicking on the data field or by clicking the hot button next to the data field.
The information screen corresponding to the data opens on top of the existing screen. New data
records can be entered or existing records can be modified on the fly. Newly added data records
corresponding to the data field will be displayed in the drop-down after the pop-up screen is closed.
Record Searches
There are two types of search configurations. The first type of search option, found in client
demographics and scheduler, uses a free text with wildcard search entry box which brings up search
results in a drop-down list to the right of the search box. For example, typing the first letter, or
multiple letters, of the desired search name with a * wildcard character into the search box (e.g.,
“abc*”) will bring up all records starting with the letters “abc”. Clicking on the desired selection in
the search results drop down list opens the record. To bring up all records with “abc” within the
name, type “*abc*” into the search box. To bring up all names ending with “abc”, type “*abc”. The
standard wildcard characters can be used in all searches.
The client demographics search drop-down boxes contain additional search criteria. Selecting these
search criteria from the drop-down box will bring up a pop-up screen that allows for entry of search
by client ID, primary phone, date of birth, and alternate record number. Matching results from these
searches will also bring up search results in a drop-down list found to the right of the search box.
The second search box in client demographics allows for the search of a contact name or a keyword
in the “Notes” area.
The second type of search option, found in most of the other screen and report popup criteria
selection screens, uses a pre-filled in drop-down box for the selection of clients and employees, start
and end date fields, and keyword search on description or notes fields to filter records displayed in
reports. A combination of these search criteria can be used together to increase restriction of the
search. Finally, there are check boxes at the left side of the search box to view all records or notcompleted records (i.e., those screens that have due dates and status entries). These checkboxes
function in combination with the other search criteria to narrow search. For example, if the "NotCompleted" flag is checked and a client is selected, then all not-completed tasks for the selected
client will be displayed. If the "Show All" checkbox is checked, then all records for a selected client
will be displayed. To remove restriction, either manually delete from a field or clear all constraints
by clicking the Clear button.
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Chapter 3
Setting-up Your Organization
Your Organization
From the System Administration Module, click on the Organization button. Enter and save the
information pertaining to your organization. Organization information will appear on invoices,
statements, and reports. Data fields include:
Organization / Proprietor Last Name: Name of the organization or if a self proprietor, owners last
name. (Required).
First:
First name, if setting up the organization as a proprietor.
MI:
Middle initial, if setting up the organization as a proprietor.
Sfx:
Any suffix such as M.D., Ph.D., etc., if setting up the organization as a
proprietor.
Int’l Zip and Phone:
If clicked, foreign State information can be added or selected from the State
dropdown. Zip code (Postal codes), phone numbers, EIN (employer
identification number,) and SSN are free format. The default address format
(no checked box) is the U.S. address format.
Free Format:
If clicked, City, State, and Zipcode fields are hidden and all international
information is entered in the address text box. Phone numbers, EIN and
SSN are also in free text format without any standard US separators. The
default, unchecked, is to U.S. address format (City, State, Zip code, Phone,
EIN, and SSN).
Address:
Main business address of the organization (Required).
City:
City where the organization is located (Required).
State:
State where the organization is located (Required).
Zip:
Zip code (Postal code) of the organization (Required).
Country:
Country in which the organization is located.
Manager:
Manager, president, CEO, etc. of the organization. If the manager’s name is
not in the selection list, add the person by clicking the hot button, located to
the right of the drop-down box. (When adding the manager’s name to the
database, identify the manager as an employee.)
Office Contact Name:
Employee that is the main contact for the organization. If the office contact
name is not in the selection list, add the person by clicking the hot button,
located to the right of the drop-down box. (When adding the contact name
to the database, identify the office contact as an employee.)
Phone Number:
Main phone number for the organization (Required).
Fax:
Fax number for the organization.
Email:
Email address for correspondence for the organization.
Website:
Website address of the organization.
EIN:
EIN number for the organization or the social security number, if a
proprietor.
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Logo Enabled:
Flag designating whether to include the organization's logo on an estimate,
sales order or invoice. To include the logo, the directory path to the logo
must be defined.
Logo Directory Path:
The directory path including the filename of the organization's logo file.
The logo can be in either jpg or bitmap format.
Cash Accounting:
Flag indicating that the organization is using the cash accounting method.
Financial reports show cash accounting when this field is checked off.
Accrual Accounting:
Flag indicating that the organization is using the accrual accounting method.
Financial reports show accrual accounting when this field is checked off.
To create or modify an organization record, click the Modify button. Only one organization record
can be entered into the system. Enter or modify data fields and click the Save button.
While adding a new organization or modifying existing information, additions or changes are
restored by clicking the Undo button. All new and edited data fields are restored to their previous
value and the screen returns to the View mode. Once a record is saved, changes cannot be undone
using the Undo button.
To close the screen, click the Close button. If changes have been made and not saved, then the
system prompts the user with, “Do you want to save changes?”. Click Yes to save changes or No to
not save changes.
Your Employees
Open the System Administration Module from the main menu. Click on the Employees button.
New employees are created by clicking on the New button. After entering data, click the Save
button. Data fields include:
Employee ID:
Auto-generated ID associated with the employee when a new employee
record is created (data cannot be entered into this field).
Alternate Record #:
Previous or pre-established record ID for the employee.
Employee Lastname / Co.: Last name or company name of an employee. (Required).
First Name:
First name of the employee. (Required).
MI:
Middle initial of the employee.
Initials:
The two or three first letters of the employee’s first, middle and last
name.
Sfx:
Suffix to the employees name such as M.D., Ph.D., etc.
Title:
Title associated with the employee such as Dr., Prof., etc.
Int’l Zip and Phone:
If clicked, foreign State information can be added or selected from the
State dropdown. Zip code (Postal codes), phone numbers, EIN
(employer identification number,) and SSN are free format. The default
address format (no checked box) is the U.S. address format.
Free Format:
If clicked, City, State, and Zipcode fields are hidden and all international
information is entered in the address text box. Phone numbers, EIN and
SSN are also in free text format without any standard US separators.
The default, unchecked, is to U.S. address format (City, State, Zip code,
Phone, EIN, and SSN).
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Address:
Address at which the employee resides.
City:
City in which the employee resides.
State:
State in which the employee resides.
Zip:
Employee’s zip code.
Country:
The country in which the employee resides.
Citizenship:
Employee citizenship.
Social Security:
Employee social security number.
Gender:
Gender of the employee, either M for Male or F for Female.
DOB:
Employee’s date of birth.
Primary Phone:
Employee’s primary phone (e.g.; home phone).
Ext:
Extension on the primary phone.
Secondary Phone:
Employee’s secondary phone number (e.g.; work number).
Ext:
Extension on the secondary phone.
Fax:
Employee fax number.
Cell Phone:
Employee’s cell phone number.
Pager:
Employee pager number.
Email Address:
Employee email address.
Comments:
Comments or notes about the employee (e.g., hire date, any special
considerations, etc.).
Active:
Flag indicating that the employee is an active employee with the
organization. Employees no longer working for the organization should
have the flag unchecked. If this flag is checked as active, the employee
name appears on the scheduler, complaints, communications, follow-up
screens and the reports filter popup screens.
Sales Rep:
Flag indicating that the employee is a sales representative within the
organization. If this flag and the active flag are checked, the employee
name appears as a sales rep drop down list in the Sales Order screen.
Existing employees can be modified by clicking on the employee name from the employee list and
clicking the Modify button. After changes to the data have been made, click the Save button to save
the changes.
While adding a new employee record or modifying an existing record, additions or changes are
restored by clicking the Undo button. All new and edited data fields are restored to their previous
value and the screen returns to the View mode. Once a record is saved, changes cannot be undone
using the Undo button.
To delete an employee record, select an employee from the list and click the Delete button. The
system prompts the user to verify the deletion by asking, “Are you sure you want to delete the
record?”. Click the Yes button to delete the record or click the No button to cancel the deletion.
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It is necessary to define all the organization’s employees since there are required fields in the sale,
scheduler, communication log, follow-up planner, returns, and complaints forms that require an
employee to be entered before the record can be saved.
Those employees who are considered sales reps should be so indicated by checking the Sales Rep
checkbox. Sales reps names appear in the sales reps drop down list in the Sales Order and some of
the other employee drop-downs.
Employees can be made inactive and removed from the drop down lists by un-checking the “Active”
checkbox. Only active employees appear in the drop down list. To display only “Active” employees
click on the Show Active Employees button. To see all employees, click the Show All Employees
button.
Your Locations
Open the System Administration Module from the main menu. Click the Locations button. New
locations for the organization where sales and/or services can be made are created by clicking on the
New button. Data fields include:
Location ID:
Auto-generated ID associated with the location when a new location record is
created.
Location Name:
Name of the location (e.g., Organization West Technology Center, Organization
Headquarters, etc.). Multiple entries for the same organization are allowed to
indicate all the organizations locations. This information can be used to identify
from where location the sales was initiated. (Required)
Int’l Zip and Phone:
If clicked, then foreign State information can be selected from the State
dropdown, and zip code, phone numbers, EIN, and SSN are free format.
The default, unchecked, is to U.S. address format (City, State, Zip code,
Phone, EIN, and SSN).
Free Format:
If clicked, City, State, and Zipcode fields are hidden and all international
information is entered in the address text box. Phone numbers, EIN and SSN
are also in free text format without any standard US separators. The default,
unchecked, is to U.S. address format (City, State, Zip code, Phone, EIN, and
SSN).
Address:
Address of the organization’s location.
City:
City where the organization’s site is located.
State:
State where the organization’s site is located.
Zip:
Zip code for the organization’s site location.
Country:
Country in which the organization’s site is located.
Phone:
Primary phone number for the organization’s location.
Fax:
Fax number for the organization’s location.
Email:
Email address for the location.
Location Contact: Name of the employee as the general contact for the organization’s location.
Contact Phone:
Phone number for the location’s contact person.
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Active:
Flag indicating that the location is an active location within the organization.
Locations which have been closed or no longer active should have this flag
unchecked. All active locations appear in the Sales Order screen.
Existing locations can be modified by clicking on the location name from the location list on the
screen and clicking the Modify button. After making changes, click the Save button to save all
changes.
While adding a new location record or modifying an existing record, additions are undone or
changes are restored by clicking the Undo button. All new and edited data fields are restored to their
previous values and the screen returns to the View mode. Once a record is saved, changes cannot be
undone using the Undo button.
To delete a location record, select a location from the list and click the Delete button. The system
prompts the user to verify the deletion by asking, “Are you sure you want to delete the record?”.
Click the Yes button to delete the record or click the No button to cancel the deletion.
It is desirable to define all the organization’s locations since there are fields in the sale and follow-up
planner that allow for a location to be entered.
Locations can be made inactive and removed from the drop down lists in the screens by un-checking
the “Active” checkbox.
System Setup Information
Open the System Administration Module from the main menu. Click on the System Setup
Information button. The module displays Universal Client Sales Manager Pro Product Information
such as version and build number and the End-Users License Agreement (EULA).
The System Setup Information allows the user to set the default directory pathway from where
external documents are linked through the Universal Client Sales Manager Pro’s linked
documentation feature. Enter default information for where external (non-Universal Client) client
files are stored (e.g.: C:\ClientDocs) in the “Linked Docs Default Directory” entry box.
Backup of the application and its data tables can be turned on by clicking on the Enable Auto Backup
checkbox (see Chapter 17). The location to which the Universal Client Sales Manager Pro
application will be copied can be entered in the “Auto Backup Directory” entry box. The backup
function will back up the entire application file containing all your data. This backup method makes
it easy to restore the database if corruption, disk failure or other problems are encountered. If the
user wishes to export data, each report has an Export to XLS button export the report data to a
Microsoft Excel® spreadsheet. The exported file will be directed to the directory pathway defined in
the System Administration module, Systems Info setup.
The Company Information sets the default company location, starting invoice number and default
employee. Enter the default organization location from the Location drop-down list in the Default
Location field (an organization can have multiple offices in different locations). Locations need to
be pre-defined via the Location screen found in the System Administration module.
Setting the default for an employee automatically points the Scheduler appointment calendar to that
employee.
The beginning invoice sequence number (default = 1) can be set by entering the starting invoice
number in the Invoice Number Start field. This number will be first invoice number auto-assigned
and each subsequent invoice number will increase by one.
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A system info record is already created in the application. This record is modified by the user to add
the previously described information. To modify the record, click the Modify button. Enter the
desired information and click the Save button.
While adding new setup information or modifying existing information, additions or changes are
restored by clicking the Undo button. All new and edited data fields are restored to their previous
value and the screen returns to the View mode. Once a record is saved, changes cannot be undone
using the Undo button.
To close the System Information screen, click the Close button. If there are unsaved changes to the
record, the system prompts the user, “Do you want to save changes?”. Click the Yes button to save
changes or click the No button not to save changes.
Microsoft Outlook Support
Microsoft Outlook email is enabled by default. Microsoft Outlook must be installed and configured
on your PC in order for the Outlook email icons to work properly. Email icons are available
throughout various screens in the system. Clicking the email button will automatically fill in the
email address of the focused client on an individual screen if it is defined in the client demographics
information. To disable email support within Universal Client Sales Manager Pro, click the Disable
Email Support checkbox in the System Info screen . When this checkbox is checked, Microsoft
Outlook email icons will no longer be displayed throughout the system.
Skype Support
Skype support is enabled by default. It is recommended that Skype Version 5.10.0.116 or higher be
installed. The first time that Skype is used within Universal Client the user will need to bring up the
Skype client application and click the allow "msaccess.exe" to access Skype dialog at the top of the
screen . The Client Information (demographics) screen and Appointment screens have Call icons
next to phone numbers that appear when the phone numbers are defined. Clicking the Call icon
allows the user to initiate a call with the selected client using the designated phone number next to
the Call icon. To disable Skype phone calling from within Universal Client Sales Manager Pro,
click the Disable Skype Support checkbox in System Info.
If Skype is installed on your computer, but cannot be invoked from Universal Client, then it is
recommended that Skype be re-installed on your computer in the default installation directory. After
re-installation, if Skype still does not open from Universal Client, then disable Skype support in
System Administration / System Info.
Setting the Monetary Currency
The monetary currency is used in all sales transactions and calculations. The monetary currency
default for Universal Client Sales Manager Pro is the U.S. dollar; however, alternate local currencies
can be selected using the Microsoft® Regional and Language Options feature.
Open the Regional and Language Options in Windows® Control Panel. On the Regional Options
tab, under Standards and formats, click the desired locale and the appropriate currency will be
formatted into Universal Client Sales Manager Pro. Click Customize to change individual settings
for the currency.
Note: To select an East Asian language or a complex script and right-to-left language, you must
install the files for those languages. To install East Asian language files, open the Regional and
Language Options in Control Panel. On the Languages tab, under Supplemental language support,
select the Install files for East Asian languages check box. Click OK or Apply. A prompt appears to
insert the Windows CD-ROM or point to a network location where the files are located. After the
files are installed, restart the computer.
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Setting the International Address Format
Universal Client Sales Manager Pro defaults to a U.S. address format, which includes the city, state,
and zip code data fields. When the international address format is desired, the formatting option can
be selected within each screen that requests an address entry. This option will remove the city, state,
and zip code data fields and all address information will be typed into the address field. The selected
U.S. or international address will appear in its entirety where the address display is required; e.g.
invoices and reports.
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Chapter 4
Setting-up the Client Database
Your Clients
From the main menu, open the Clients & Sales Orders Module to display the Clients Information
screen. Enter, edit and delete a client’s information from this screen. This information is referenced
when establishing sales records, creating invoices and generating sales reports.
From the Clients Information screen, several Hot Link Buttons are present; Payments, Returns,
Statements, Invoices, Reports, Documents, Follow-Ups, Scheduler, Master Activity Log, Comm
Log, Deals, Complaints, Sales Orders, and Estimates.
When modules are opened through these hot link buttons (except the Scheduler) from the Clients
Information screen, the respective data associated with the client record is displayed in each of the
modules. The data displayed is always associated with the client name shown at the top left of the
screen.
Create a Client Record
To create a new client record, click the New button at the bottom of the screen. Enter the client’s last
name or company name (a required field) and any other additional demographic and contact
information. Click the Save button when finished entering data. Mandatory information is required
in the blue highlighted data fields. The following data fields are available for data entry:
Client ID:
Auto-generated ID for the client
Alternate Record #:
Previous or pre-established record ID for the client.
Active:
Flag designating that this record is for a client that is active. Unchecking
this box renders the client inactive, where the client remains in the
database, but will not be available nor displayed in the client selection
fields.
Last Name or Company: Last name of the client or the company name of an organization. This is a
required field in order to create a new client record.
First:
First name of the client.
MI:
Middle initial of the client.
Title:
Title for the client (e.g., Dr., Mr. Ms. Prof., etc.). The title can be selected
from the drop-down list or entered manually if not in the list.
DOB:
Date of birth of the client.
Gender:
Gender of the client.
Marital:
Marital status of the client. Select from the drop-down list or enter
manually if not in the list.
Int’l Zip and Phone:
If clicked, then foreign State information can be selected from the State
dropdown, and zip code, phone numbers, EIN, and SSN are free format.
The default, unchecked, is to U.S. address format (City, State, Zip code,
Phone, EIN, and SSN).
Free Format:
If clicked, City, State, and Zipcode fields are hidden and all international
information is entered in the address text box. Phone numbers, EIN and
SSN are also in free text format without any standard US separators. The
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default, unchecked, is to U.S. address format (City, State, Zip code,
Phone, EIN, and SSN).
Bill to Address:
Address to which a bill can be sent to the client.
Ship to Address:
Address to which merchandise can be shipped.
City:
City where the client resides.
State:
State where the client resides. Select a state from the drop-down list.
Zip:
Zip code. This is a 5-digit zip code followed by the extension.
Country:
Country where the client resides. Select the country from the list or enter
manually.
Social Security #:
Social security number of the client.
EIN:
Company’s EIN number.
Client’s Employer:
Employer of the current client.
Primary Phone:
Primary contact phone number.
Ext:
Extension to the primary phone number.
Secondary Phone:
Secondary contact phone number.
Ext:
Extension to the secondary phone number.
Cell Phone:
Cell phone number.
Fax:
Fax number.
Contact Person:
If the client is an organization, then the contact person would be the name
of the person in the organization that is the primary contact.
Association:
Association of the contact person to the organization or the client (e.g.,
manager, or if client is a person, then father, associate, etc.)
Client Email:
Contact email address.
Website:
Client’s website.
Notes:
Any free-text notes regarding the client. If there is information for which
there is no data entry box, then it can be entered here – up to 65,535
characters.
Client Record Search
To retrieve a client, enter the client’s last name or company name in the search entry box at the
bottom of the screen (“Enter Last Name or Select From List”). Wildcards (*) can use o retrieve all
client records matching the search criteria (e.g., “smi*” retrieves all client records that have the first
three letter equal to “smi”, such as Smith). The results of the search are displayed in a list next to the
search entry box entitled “Search Results”. Select the client from this list.
Clients can also be searched by Client ID, Primary Phone, DOB Range or Alternate Record # by
selecting from the Advanced Search dropdown list.
To clear the search boxes click the Clear button.
Modify a Client Record
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To modify a client record, click the Modify button at the bottom of the screen. Make changes to any
of the fields. Click the Save button at the bottom of the screen to save the changes. If the Close
button is clicked prior to saving the record, the system confirms the save command before making
the changes and closing the form.
While adding a new client record or modifying an existing record, additions are undone or changes
are restored by clicking the Undo button. All new and edited data fields are restored to their
previous value and the screen returns to the View mode. Once a record is saved, changes cannot be
undone using the Undo button.
Deleting a Client Record
To delete the client record, click the Delete button at the bottom of the screen. The system confirms
the record delete command before proceeding. The user must be aware that a client record cannot be
un-deleted from the system. All deletions are final. The system will not delete any clients that have
a sales record. Uncheck the Active flag to set a client as inactive. Client’s that are inactive do not
appear in any client drop-down boxes throughout the system.
Navigating through Client Records
To navigate through client records, the Up and Down arrows located at the bottom left of the screen
can be used. Records are ordered alphabetically. The Up arrow moves to the previous record that is
alphabetically before the currently displayed record. The Down arrow moves to the next record
alphabetically after the currently displayed record. To display only “Active” clients click on the
Show Active Clients Only checkbox. The Up and Down arrows will scroll alphabetically only
through active clients. To see all clients (the default view), click the Show All Clients checkbox.
Printing Client Information
Client information can be printed by clicking on the Client Rpt button. Click on the Reports button
at the top of the screen and the Client Info button on the Reports screen.
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Chapter 5
Setting-up the Parts / Services Database & Suppliers
Your Parts / Services Database
From the System Administration Module or the Sales Order screen or the main screen, click on the
Parts / Services button. Activate the Parts / Services Database screen by clicking on the Add or Edit
button. Enter or edit the parts and service data. This information is referenced when establishing
sales records, creating invoices and generating sales reports.
Parts / Services Database Field Definitions
PartID:
Auto assigned identification number.
Part Number (Required):
User defined part number that appears on sales invoices and reports.
Part Name (Required):
User defined name that appears on sales invoices and reports.
Part Description:
User defined part or service description.
Part Size:
User defined part size to assist in the part description.
Part Revision:
User defined to track the current part revision.
Unit Price:
User defined unit selling price.
UOM:
User defined unit of measure (e.g., foot, each, lb., gallon, hour)
Taxable?:
Mark the check box to automatically add the selected sales tax to the
charge.
State:
State and tax rate to which sales tax is applied.
Obsolete:
Mark the check box to remove or obsolete the part or service from the
active parts list. Obsoleted parts will not appear in any of the parts
selection and drop down lists.
Part Supplier Information
Supplier:
The supplier of the part or service.
Supplier Part No.:
The supplier’s cross-reference part number.
Supplier’s Part Description: The supplier’s cross-reference part description.
A supplier can be associated with each part. To enter or edit new supplier information, double click
on the Supplier Name data field or click on the hot button at the end of the supplier data field. Enter
or edit the supplier information, save and close. Enter the supplier from the supplier drop-down.
Additionally, the supplier’s part number and part description can be entered.
Search for a Part
A part record can be selected from the “Select Part/Service from List”. Select a record by clicking
on the record in the list. Once selected in the list, the detailed part / service data is displayed on the
screen. Use the Up and Down arrows to scroll through the Part/Service list. By default the list
displays all parts, both obsolete and non-obsolete. Click the Show Non-Obsolete Parts button
checkbox to display only active, non-obsoleted, parts in the Part / Service list. Click the Show All
Parts checkbox to show all parts, including obsoleted parts.
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Search for a part by entering the part name (wildcard characters can be used) and click the Search
button next to the search field. Search for a part by entering the part number and click the Search
button next to the search field. Search for a part by entering the part description (wildcard characters
can be used) and click the Search button next to the search field. Clear the search fields by clicking
the CLEAR button.
Sales Tax Table
Click the Sales Tax Table button to display, modify or add sales tax rates that are to be automatically
entered into the sales / service order. The sales tax rate (percentage) is used to calculate sales tax due
and is displayed as separate line entries on invoices, statements and reports.
Create a Part / Service Record
Click the New button to create a new Part / Service record. Enter part / service information. The
entry can be a description of a part (e.g., Scented Candle, Fan Motor, Lumber) or a service rendered
(e.g., Hourly Labor, Consulting, Lawn Cut, Tip). The Part /Service Name and Part / Service
Number are required fields. Click the Save button to save the record.
Modifying a Part / Service Record
Click the Modify button and make changes to any of the data entry fields. Click the Save button to
save changes.
Undo Changes
While adding a part / service record or modifying an existing record, additions are undone or
changes are restored to their previous values by clicking the Undo button. All new and edited data
fields are restored to their previous value and the screen returns to the View mode. Once a record is
saved, changes cannot be undone using the Undo button.
Delete a Part / Service Record
A Part / Service record can be deleted by clicking the Delete button. The part cannot be deleted if it
is referenced in a sale, but it can be flagged as obsolete.
Close the Screen
The Parts / Service screen can be closed out by clicking the Close button. If there are any unsaved
changes to the record the system confirms whether to save changes before closing the screen.
Your Suppliers
Open the System Administration Module from the main menu; click on the Suppliers button or
from the Parts / Services Module click on the Supplier hot button. Supplier data fields include:
Supplier ID:
Auto-generated ID created during the creation of a new record.
Supplier Name:
Name of the supplier such as the supplier’s organization name (Required).
Int’l Zip and Phone:
If clicked, foreign State information can be added or selected from the State
dropdown. Zip code (Postal codes), phone numbers, EIN (employer
identification number,) and SSN are free format. The default address format
(no checked box) is the U.S. address format.
Free Format:
If clicked, City, State, and Zipcode fields are hidden and all international
information is entered in the address text box. Phone numbers, EIN and
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SSN are also in free text format without any standard US separators. The
default, unchecked, is to U.S. address format (City, State, Zip code, Phone,
EIN, and SSN).
Address:
Address of the supplier.
City:
City in which the supplier is located.
State:
State in which the supplier is located.
Zip:
Zip code for the supplier’s location.
Country:
Country in which the supplier is located.
Contact Name:
Name of the main contact at the supplier.
Phone Number:
Phone number for the contact name.
Fax Number:
Fax number for the supplier.
Website:
Website address for the supplier.
To add a new supplier record, click the New button. Enter the supplier’s information, click the Save
button.
To change information on an existing supplier, select the supplier from the “Select Supplier from
List” area and click the Modify button. Make changes to the record and click the Save button.
While adding a supplier record or modifying an existing record, additions are undone or changes are
restored by clicking the Undo button. All new and edited data fields are restored to their previous
value and the screen returns to the View mode. Once a record is saved, changes cannot be undone
using the Undo button.
To delete a supplier record, select the supplier from the “Select Supplier from List” area and click
the Delete button. The system verifies the deletion by prompting, “Do you want to delete this
record?”. Click the Yes button to delete the supplier record or No to cancel the deletion.
To close the Supplier screen, click the Close button. If there are any unsaved changes the system
prompts the user with, “Do you want to save changes?”. Click the Yes button to save changes or No
to close the screen without saving any changes.
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Chapter 6
Entering Estimates and Sales Orders
Sales Order Entry
Sales entries are created through the Sales Orders module which is accessed from the hot links
button found at the top right of the Client Information screen. Before creating a sales / service order
entry, the client must be selected and displayed in the Client Information screen. Also, all parts /
services and sales rep employees must be defined in their respective databases.
Creating a Sale / Service Record
Click the Sales Orders button at the top right of the Client Information screen and the Sales Order
Records selection list displays. Click the Create NEW Sales Order button at the bottom of the Sales
Order Records screen. The Sales Order screen opens in data entry mode. Start by entering the Sales
Info first. The sales information must be entered before any sales/service items are saved to the
sales item list. The system prompts the user to enter the following Sale Info:
Sales Record ID:
This unique sale identifier is automatically filled-in when you save a new
record.
Sales Date:
Sets the date of the sale or service. (Required)
Sales / Service Rep:
Sales or service representative credited for the actual sale or performing the
service. This field is used to track employee sales activity. (Required)
Estimate / Sales Order / Invoice / Point Of Sale: Sets the sale type for the sale or service. (Required)
Client Job Number:
User defined to track sales against a client’s job number.
Client PO Number:
User defined to track sales, generate invoices and post payments against a
client’s purchase order number.
Location:
The organization’s site or location identifier (e.g., Chicago office, New York
Headquarters, etc.) from which the sale or service was done.
Sales Note:
Free text information.
If the sale type is an estimate or sales order, then the following additional information can be
entered:
Terms:
The terms are automatically filled in and are calculated as the difference between the
invoice due date and the sale date. Alternatively, select from the drop-down list or manually enter
the terms.
Ship Date:
The ship date is the estimated date of shipment of the sale items or the date the
service is to be performed. Clicking on the Ship Date data entry box displays a calendar icon that
when clicked opens a calendar popup. Click on the desired date and the date is automatically filledin to the Ship Date entry box.
Ship Via:
Shipping Costs:
item.
The shipping service that is to be used.
The price of shipping if any to be invoiced and reported as a separate charge
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Ship To:
The shipping address if it is different than the shipping address associated with the
client information (see Create a Client Record).
Sales Order Num:
The sales order number is automatically sequenced to the next higher
number. The sales order number can be manually entered; however, duplicate numbers are not
allowed. (Required)
If the sale type is an invoice, then the following additional information can be entered:
Invoice Due Date: If the sale type is an invoice, then the due date for payment must be entered.
(Required)
Terms:
The terms are automatically filled in and are calculated as the difference
between the invoice due date and the sale date. Alternatively, select from the
drop-down list or manually enter the terms.
Ship Date:
The ship date is the estimated date of shipment of the sale items or the date the
service is to be performed. Clicking on the Ship Date data entry box displays
a calendar icon that when clicked opens a calendar popup. Click on the
desired date and the date is automatically filled-in to the Ship Date entry box.
Ship Via:
The shipping service that is to be used.
Shipping Costs:
The price of shipping if any to be invoiced and reported as a separate charge
item.
Ship To:
The shipping address if it is different than the shipping address associated with
the client information (see Create a Client Record).
Invoice Number:
The invoice number is automatically sequenced to the next higher number.
The initial starting invoice number can be set in the System
Administration/System Info module. The invoice number can be manually
entered; however, duplicate numbers are not allowed.
After the sales information is entered, enter sales items from the Sale Item Entry area on the screen.
This is a required entry. A sale cannot be created without sale item charges. The data items that can
be entered for a sale item are:
Item Number:
The part / service number. (Required)
Qty:
The quantity of the item. (Required)
UOM:
The unit of measure for the item.
Part / Service Name: The description of the item.
Unit Price:
The unit price of the item. (Required)
Discount:
The discount being applied to the item as a percent.
SubTotal:
The subtotal price before sales tax if any is applied. This item is not editable
and is automatically calculated.
Sales Tax:
The sales tax, if any, applied to the subtotal as a percent. If selected from the
list, then the state will be associated with the sales tax. In the Reports screen a
Invoiced Sales Tax report can be run if there are states associated with the
sales tax. Enter sales tax information by clicking the Sales Tax button at the
top of the screen and entering the tax by state.
Serial Number:
The serial number of the item.
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Charge Note:
Any note associated with the charge item.
With the Sales Orders module activated, enter a sale item by selecting the Part / Service Number
from the Part / Service Number drop-down list. The quantity is entered in the Qty data entry box.
The UOM, unit price, part description, discount, and sales tax (if applicable) are automatically filledin with their default values as defined in the Parts / Service database or can be changed in the data
field on an individual basis to the desired values. Changing these part/service item values during the
creation of a sale will not affect the default values set in the Parts / Service database.
Click the Save to Item List button to save the item or service to the Sales Item List associated with
the sale. When a charge entry is saved, a charge ID number is auto-assigned and is associated with
the respective sales record ID number. As many Part / Service items can be entered as desired before
saving the sale order. To enter another Part / Service, select another Part / Service Number from the
Part / Service Number drop-down box in the Sale Item Entry area and fill-in the quantity. Click the
Clear button to the right of the list to clear the entry area. Click the Save to Item List button to add it
to the Sales Item List. Enter as many sales items as needed.
To delete a charge / service item from the Sale Item List, select the item from the list and click the
Delete Item button at the right of the list. This will remove the item from the sale.
Once all data has been entered or modified, save the sale order by clicking the Save Order button at
the bottom of the Sales Order screen.
Creating an Estimate
If a client requests an estimate for parts or services, then the sale / service record must be saved as
type “Estimate”. Click on the View Estimate hot link button to preview the estimate in a printable
format. This displayed estimate form can be printed for distribution to a customer or saved in PDF
format as a file. Use the ribbon controls at the top of the form.
A list of all estimates can be displayed by clicking on the Estimates button at the top right of the
Client Information screen. Double clicking on an estimate in the estimate list opens the sales order
screen for the selected estimate. Clicking the "Preview Estimate" button displays the estimate in
printable format which can then be printed or saved in PDF format.
Creating a Sales Order
When a deal is closed, a sales order may be created from scratch if there was estimate initially
created. To create a sales order from scratch, click the New button, click the "Sales Order"
checkbox, and fill in the rest of the order. When the sales order type is clicked, then additional sales
order data fields become visible for entry of the terms, ship date, ship via, shipping cost, alternate
shipping address, and sales order num. Click the Save button to save the order. A formal sales order
in printable format can be generated by clicking the View Sales Order button.
If an estimate has already been created as a potential sale, then a sales order can be automatically
created from the estimate by clicking the Auto-Create Sales Order from Estimate button from the
selected estimate record.
Creating an Invoice
If a client sale is based on a billing agreement, buy now - pay later, then the sales / service record
must be saved as type “Converted to Invoice”.
If a sales order has been previously created, then click the Invoice Now button to convert the sales
order to an invoiced sales order. Alternatively, select the sales order, click the Modify button, and
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convert the sales order to an invoice by clicking the “Invoice” sale type, and completing the invoice
information at the top right of the screen. When the "Invoice" sales type is clicked, then additional
invoice data fields become visible for entry of the invoice due date, terms, ship date, ship via,
shipping cost, and any alternate shipping address. Saving the record converts it to an invoice type
sale.
An invoice can be created from scratch if a sales order was not previously created by clicking the
New button at the bottom of the screen, clicking the "Invoice" checkbox and filling in all the
required information.
A formal invoice printable format can be created by clicking on the View Invoice hot link button.
When an invoice is created, an invoice ID is auto-assigned and is associated with the respective sales
record ID.
All invoices can be seen in an invoice list by clicking the Invoice button at the top of the Client
Information Screen. Click the Preview Invoice button to display the invoice in printable format.
From here it can be printed or saved in PDF format.
The initial assigned invoice number is one; however, the initial invoice number can be set through
the System Administration, Setup Info screen.
Payments can only be entered against invoiced sales orders. To enter payments, convert any sales
orders to an invoice by clicking the "Converted to Invoice" checkbox.
Point of Sales (Paid in Full)
If a client sale is occurs at the point of sale, click the “Point of Sale” sale type. A point of sale
assumes full payment at the time of sale and no invoice is required. A point of sale receipt can be
created by clicking on the “Point of Sale Receipt” button.
M odifying a Sales / Service R ecord
To modify a sales / service record, click the Modify button. Modify any of the Sales Info and Invoice
data fields. To modify a sales item, select the sales item from the Sales Item list, modify any of the
sales item data fields and click the Save to List button. When all edits are complete, click the Save
button at the bottom of the screen. Sales orders that have returns or payments are locked and cannot
be modified.
Deleting a Sales Order
A sales order record can be deleted from the Sales Orders popup form, which shows the list of all
sales orders. Select the sale record to be deleted from the list. Click on the Delete Sales Order
button to delete the selected sale record from the Sales Orders list. The system asks for confirmation
prior to deletion. Sales orders that have returns or payments are locked and cannot be deleted.
Undo Changes
During the modification of a sales / service record, the original data prior to the modification can be
restored, before the Save button is clicked. To undo changes or additions during modification, click
the Undo button and all modified data values are restored to their previous value and the screen
returns to View mode. Once a record is saved, changes cannot be undone using the Undo button.
Copy A Sales Order Record
A copy of an existing sales order record can easily be made by clicking the Copy button. Select a
sales order record that you would like to copy and click the Copy button. The copy function will
make a duplicate of the selected record and put the new record into an edit state. Fill-in the sale date
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and make any other additional changes and click the Save button. This function allows for the easy
creation of sales order from existing sales orders without the need of entry each time of every charge
and other sale information. Point of Sale record copies also create a matching payment record since
point of sale transactions require full payment upon sale.
Moving from an Estimate to an Associated Sales Order
If an estimate is selected, then to move directly to a sales order that was created from the selected
estimate, click the Goto SO button to the right of the estimate checkbox. If there is no associated
sales order, then the system will prompt the user if a sales order should be automatically created, else
the focus of the sales order screen will move to the associated sales order.
Moving from a Sales Order to an Associated Estimate
If a sales order is selected, then to move directly to an associated estimate from which the sales order
was created, click the Goto Est button to the right of the sales order checkbox. If an associated
estimate exists, then the focus of the sales order screen will move to it.
Up and Down Arrows
By clicking the Up arrow the screen displays the previous sales record in the sales list. Records are
ordered by sale date in a descending order. By clicking the Down arrow the screen displays the next
sales record in the sales list. If there is no current sales record displayed, the screen starts with the
latest sales record.
Closing the Screen
Click the Close button to close the Sale Order screen. If additions or changes have not been saved,
then the system prompts you to confirm saving changes.
Sales Charges Summary
At the top of the Sales / Service screen is summary information regarding the charges for the
currently displayed sale. The Subtotal, tax, shipping, sale total amount, and amount due are shown
separately.
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Chapter 7
Entering Payments
Payments can be entered through the Payment s Module. The payments module can be accessed by
clicking the Payments button on the top of the Client Information screen. Payments can be recorded
for any sales order entered into the system. Payments in the form of cash, check, credit card and
electronic transactions can be entered, as well as, applying credit accumulated to the clients account.
Additionally, adjustments can be made against a sale and write-offs can be applied. When there is a
balance pending for a sales order, then the status for the sales order is “open”. When the balance is
paid in full, the payment status for the sale is “closed”. All types of payments against a sales order
are shown in a list box on the screen. A detailed payment status bar shows the sales total, what has
been paid to date, any adjustments or write-off totals, any refund totals, the amount due, and the
status of the sales order. Payments can only be entered against invoiced sales orders or point of
sale transactions.
Payment Field Definitions
Payment ID: An auto-generated identification number for the payment transaction.
Transaction Type: The type of transaction such as a payment, applied credit, adjustment or writeoff. (Required)
Amount Received: The amount received from the client via check, cash, credit card or electronic
transactions. The amount received may be different from the amount applied
toward the sale. (Required)
Amount Applied:
The amount applied toward the selected sale. (Required)
Posting Date:
Date on which the amount is applied toward the sale. (Required)
Payment Form:
Form of the payment such as check, cash, credit card or electronic. (Required)
Check Number:
Check number associated with the payment.
Credit Card:
The credit card ID selected from the drop-down list. If the payment is via credit
card, click on the Credit Card hot button next to the field to see credit card
detail or define a new card credit card to be added to the list. For security
purposes, only the last four digits of the credit card are entered.
Notes:
General notes regarding the payment transaction.
Payment Transaction Types
Payment transaction types are adjustment, payment, applied credit, returns and write-off.
Adjustments:
Adjustments to the clients balance for the selected sales record by the entered
adjustment value.
Payment:
Compensation received against a balance due. This is the type to be used when
payment is received from the client via check, cash or credit card.
Credit:
Amount applied against a balance due from the client’s accumulated credit
ledger. (A credit is accumulated into the credit ledger whenever a payment is
received is in excess of the applied payment amount or a returned item).
Write-off:
A write-off against the balance due when no future payment will be recognized.
Creating a Payment
When a payment is to be applied against a sale, click the Payment button at the top of the Client
Information or the Sales / Service screen to start the Payment module. On the Payment Record
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Selection screen, click the Create New Payment button. Select a sales order to which the payment is
to be applied from the “Sales Record ID’ drop-down selection list. After entry of a sales order, the
payment entry areas are enabled for data entry. Enter the transaction type (e.g., payment, applied
credit, adjustment, write-off). Enter the amount received by clicking on the “Amount Received”
entry box and enter an amount using the popup numeric keypad. Enter the amount applied to the
sale by clicking the “Amount Applied” entry box and enter an amount using the popup numeric
keypad. Click on the “Posting Date” entry box and pick a posting date from the calendar popup or
by direct entry of the date. Finally, pick a payment form from the “Payment Form” drop-down
selection list; cash check, credit card or electronic transaction. The payment form is disabled for
applied credit, adjustment, and write-off type payment transactions.
If a credit card is used, then optionally enter the credit card identification using the credit card dropdown selection list. Credit card detail can be viewed or defined by clicking the hot button next to the
drop-down selection list. Enter any optional comments regarding the payment in the “Notes” entry
box. All required fields are highlighted in blue. Click the Save button.
If the amount received is greater than the amount applied, then the difference is automatically
applied as a credit to the client’s account. If the amount applied is greater than the amount due, then
the system asks the user if the difference is to be applied as a credit.
Modifying a Payment
Payments can be modified by clicking on the Modify button on the Payments screen. Change any of
the available fields and click the Save button.
Undo Changes
While adding a new payment record or modifying an existing record, additions are undone or
changes are restored to their previous values by clicking the Undo button. All new and edited data
fields are restored to their previous value and the screen returns to the View mode. Once a record is
saved, changes cannot be undone using the Undo button.
Delete a Payment Record
To delete a payment record, click the Delete button on the Payments screen. The record cannot be
deleted if returns have been made or if credit was generated from the transaction and the credit
applied to another payment transaction.
Closing the Screen
To close the Payment screen, click the Close button. If there have been additions or modifications
that were not saved, the system prompts the user if to save the record prior to closing the screen.
Scrolling through Records
To scroll through payment records, click the Up arrow to scroll to a next (newer) payment record
and the Down arrow to scroll to a previous payment record. Records will scroll through the order
displayed in the payment selection popup.
Creating a Receipt
To create a receipt for a payment, click on the Receipt button at the top of the Payments screen. A
receipt is displayed and can be printed and given to a client. Click the Receipt Created check box to
indicate that a receipt was generated for the payment.
Credit Card Info
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For reference only, a client’s credit card information can be entered into the client credit card
database. After it is entered, a credit card can be selected from a drop-down list in the Payments
module. For security purposes, only the last four digits of the credit card are displayed. The data
fields are:
Type:
The credit card type such as Visa, MasterCard, etc.
Holder Name:
The name as it appears on the credit card.
Number:
The last 4 digits of the credit card.
Exp Date:
The expiration date of the credit card.
Code:
The security code on the back of the credit card.
Client LastName/Co.:
The client identifier.
To create a new credit card record, click on the New button. Enter data into the fields and click the
Save button.
To modify an existing credit card record, select the record from the list and click the Modify button.
While adding a new credit card record or modifying an existing record, additions are undone or
changes are restored by clicking the Undo button. All new and edited data fields are restored to their
previous value and the screen returns to the View mode. Once a record is saved, changes cannot be
undone using the Undo button.
To delete a credit card record, select the record from the list and click the Delete button. The system
verifies the deletion by asking, “Are you sure you want to delete the selected record?”. Click the Yes
button to delete the record or click the No button to cancel the deletion.
To close the credit card info screen click the Close button. If there are unsaved changes, the system
prompts the user “Do you want to save changes”. Click the Yes button to save changes or additions
or click the No button to not save changes or additions.
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Chapter 8
Returns
Returns can be created by the Returns Module. The Returns Module can be accessed by clicking
on the Returns button at the top of the Client Information screen. Returns can be processed,
recorded, and any refunds calculated. The Returns screen allows for full or partial returns. The full
return option can be selected by the click of a button. Partial returns allow for the return of one or
more items, partial returns (fractional), and any shipping. Returned items can be returned
fractionally up to 4 decimal places (e.g., if 1 ton of material is purchased, then you can return
fractional amounts such as 0.7525 ton).
Return Field Definitions
Return Date:
Date that items are returned. (Required)
Charges List:
All charges for the sale. Charge items are highlighted when
selected and indicate the quantity being returned.
Select All Items for Full Return:
Selects all items in the charges list, and fills in any shipping
charges to return in full.
Return Sales Rep:
Sales representative against whose sales total will be adjusted.
(Required)
Return Shipping:
Shipping amount that is being refunded. This field is shown only
for invoice sales type.
Return Reason:
Reason for the return.
Apply as Refund:
Check box to indicate that the return will be applied as a refunded
amount.
Apply as Credit:
Check box to indicate that the return refund will be applied as
credit to the client account.
Creating a Full Return
To create a full return, click the Returns button at the top of the Client Information screen. On the
“Select Sale Order for Return” popup screen select the sale order from the list to which the return is
to be applied and click the Create New Return button. The return date is filled in automatically with
current date; change the date to the actual return date if entering the return retroactively. Click the
Select All Items for Full Return button. The Return Summary shows the total being returned and any
refund. If there is any shipping for an invoice type sale, then that amount is automatically filled-in to
be refunded in full. Optionally, enter the reason for the return. If the return is to be applied as a
credit to the client’s account, click the Apply as Credit checkbox. Click the Save button. The system
verifies the return by asking “Are you sure you want to return selected charges? ALL RETURNS
ARE FINAL”. Click the Yes button. The system displays “RETURN COMPLETED” and a “Full
Return” status indication.
Creating a Partial Return
To create a partial return, click the Returns button at the top of the Client Information screen. On the
“Select Sale Order for Return” popup screen select the sale order from the list to which the return is
to be applied and click the Create New Return button. The return date is filled in automatically with
the current date; change the date to the actual return date if entering the return retroactively. Select
an item from the Charges List to return by clicking on the item in the list. The system prompts the
user for the quantity to return. Either accepts the default pre-filled total quantity for the selected item
or enters a whole number or fractional number up to 4 decimal places. Click the OK button. If more
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items are to be returned, then select the next item in the list and repeat the previous steps. Next,
select the return sales rep from the drop-down list. Use the hot button next to the rep drop-down list
to display detail about the employee. Enter or change any return shipping amount. Optionally, enter
the reason for the return. If the return is to be applied as credit to the client’s account click the Apply
as Credit checkbox. Click the Save button. The system verifies the return by asking “Are you sure
you want to return selected charges? ALL RETURNS ARE FINAL”. Click the Yes button. The
system displays “RETURN COMPLETED” and a “Partial Return” status indication.
Viewing Returned Items
To view items that have been returned, click the View Returned Items button on the Returns Screen.
A form displays all items returned and a financial return summary. Alternatively, double-click on an
item on the “Select Sale Order Record for Return” list. Full returns directly display a form with all
returned items. Partial returns bring up the Returns screen. Click on the View Returned Items to see
the partial returned items.
The quantity of returned items will be reflected in the statements and transaction reports displayed
quantities. To print out returned items, click the Reports button from the main Universal Client
Sales Manager Pro main menu window, click the Returns button; select the client from the filter
popup screen and optionally, the date range.
Undo Return
While creating a new return, the creation of the return can be undone or canceled by clicking the
Undo button. All entered data is discarded and the screen returns to the View mode. Once a return is
saved, changes cannot be undone using the Undo button. Once a return is saved, it cannot be
modified; all returns are final.
Closing the Screen
Click the Close button on the screen. If a new return has not been saved, then the system will
prompt the user with to verify saving of the return.
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Chapter 9
Statements and Transaction Reports
Client account statements and transactions reports can be generated through the Statements and the
Transactions Modules. Click the Statements button at the top of the Client Information screen to get
to the accounts receivables or Invoice Balance Due popup which has a View Statement button to
generate a client statement or a Transactions button to create a transactions report.
The client account statement is a formally formatted report that would normally be sent to the client
indicating the balance due for all invoiced sales. Sales Orders not converted to an invoice will not
appear on the statement. The statement contains a history of each sale including payments, returns
and any adjustments along with the amount due. An aging status bar is located at the bottom of each
page in the statement. When there are no outstanding balances due and all transactions are closed,
no statement is generated.
After a statement report has been generated, it can be printed. The statement is formatted so that the
top can be separated and sent back with a payment. The separated return portion of the statement is
sized to fit into a standard No. 10 envelope.
To generate a report of all financial transactions for each sale associated with the selected client,
click the Transactions button. The transaction report shows line by line detail of each financial
transaction including the sale, payments, returns, and adjustments. Each line displays the transaction
date, the Sales ID, any PO number, a description of the transaction, an invoice/estimate number if
applicable, the sale amount, the amount received, the amount applied or adjusted, amount of credit,
amount of refund, total return amount, and the status of the sale (i.e., open or closed).
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Chapter 10
Linking External Documents
Association of external documents to a client’s record can be made by the Link ed Docum ents
Module. This module allows the user to associate external documents related to the client such as
Microsoft® Word®, Microsoft® Excel®, Microsoft® PowerPoint®, PDF, JPEG images, MPEG
movies, etc. Once linked, the documents can be opened directly from the Client Documents screen.
Thereby, all of a client’s associated documents are brought together in a list and opened directly
from within the Client Documents screen. A document opens with the application associated to the
document file type.
Linking an External Document to the Client Record
To link an external document to the client record, click the Documents button at the top of the Client
Information screen. On the Client Documents screen click the Link Document button at the bottom
left corner of the screen. The Microsoft® Office file selection window opens. Browse the computer
directories, find and select the desired file and select it. Click the Select button. The file is added to
the top of the Linked Documents List and the file and its entire path on the computer is shown. Link
as many additional files as desired from any area on the Linked Documents List.
By setting the Linked Docs Default Directory in the System Information screen, the file selection
window opens by default to the specified directly.
R em oving a L ink ed Docum ent
To remove a document from the Linked Documents List, select the document in the list that you
want to delete and click the Remove button. The system verifies the deletion by asking, “Are you
sure you want to remove the linked document from the list?”. Click the Yes button.
Opening a Linked Document
To open and display a linked document in the Linked Documents List, select the document from the
list and click the Open Selected Document button. Alternatively, double click on the document in
the Linked Documents List. If a document has been moved from the directory from which it was
linked then it will not be able to be opened. In this case, delete the document from the list and relink it to new location.
Closing the Screen
To close the screen, click the Close button.
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Chapter 11
Tracking Deals with Clients and Leads
Deals with clients or leads can be created and tracked using the Deals function. The Deals function
can be accessed from the main Universal Client Sales Manager Pro screen and from the Client
Information, Communications Log, FollowUps, Master Activity Log screens. Clients or leads must
be created in the Client Information screen before a Deal can be defined. Once a Deal is created,
then it can be modified (i.e., tracked) as it progresses through various stages of the deal process.
Deal processes specific to every company's sales of services and products can be defined in the Deal
Process Definition screen that can be accessed via the System Administration screen.
Deal Field Definitions
Deal ID:
An auto-generated identification number for the deal.
Client / Lead:
The client or lead for whom this deal is defined. The client is chosen from a
drop-down selection of all active clients. (Required) A hot link button is
location to the right of the field which will display the Client Information screen
to view client details or create a new client or lead.
Deal Start Date:
The date on which the deal process is started. (Required)
Deal Type:
The type of deal. The type can be selected from the drop-down list which
includes deal types for product and service deals or a custom deal type can be
entered manually. (Required)
The deal types in the drop-down list are generated from the Deal Process
Definition function in System Administration. Deal Process definitions should
be reviewed and customized, if desired, or new deal process definitions added
prior to using the Deal function. A hot link button next to the Deal Type dropdown links directly to the Deal Process Definition screen.
Potential Revenue: The estimated amount of potential revenue from the deal.
Estimate of Success: An estimation of the success of closing the deal. The estimate of success must
be selected from the drop-down list (e.g., High, Medium, Low).
Deal Stage:
The stage of the deal. The deal stage can be selected from the drop-down list or
a custom value entered manually. (Required)
When a Deal Type is entered, the stage drop-down is populated with the deal
stages defined in the Deal Process Definition database that correspond to the
Deal Type entered in the "Deal Type" field. If a custom Deal Type is entered
with no corresponding definitions in the Deal Process Definition database, then
the Deal Stage drop-down will be blank. A hot link button next to the Deal
Stage field will popup the Deal Process Definition screen.
Stage Due Date:
The due date when the Deal Stage needs to be completed. (Required)
The Master ToDo List will display uncompleted deal due dates
Next Stage:
The next stage in the Deal Process. The next stage will be automatically filled
in from the Deal Process Definition database that corresponds to the next stage
in the stage order for the selected Deal Type. A hot link button next to the Next
Stage field will popup the Deal Process Definition screen.
Expected Close Date: The expected close date for the deal.
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Deal Status:
The current status of the deal. The deal status must be selected from the dropdown list and includes status states for "In-Progress", "Completed", "Canceled",
"Lost Sale" and "On-Hold". (Required)
Notes:
Any general notes, details or comments regarding the deal.
Source:
The source for the deal lead. The source can be optionally entered using the
drop-down which contains many general sources such as referral, cold call, etc.
A specific person name or other descriptor can be manually entered.
Employee:
The employee making the deal. Choose from the list of defined, active
employees from the drop-down. (Required)
A hot link button is located next to the "Employee" field which brings up the
Employee popup where any new employees can be added.
Location:
The location of your organization from which the deal is being made. A hot
button is located next to the location field where new locations (i.e., offices) can
be defined for your organization.
Entering a Deal
To enter a new deal, click the Add button at the bottom left corner of the Deal screen. The current,
focused client (if selected) will be automatically entered, today's date will be filled in, the Deal
Status will automatically be filled in as "In-Progress", and the default employee (if setup in System
Info) will be entered. Enter all required field data and any other fields that are known at the time and
click the Save button. During the deal process as the deal progresses from stage to stage, the deal
record should be modified to reflect the current status and description of the deal. In other words,
there should only be one deal record per deal, not a new deal record for every stage of the process.
Modifying a Deal
Deal records can be modified by selecting a deal from the Deal List and clicking on the Modify
button at the bottom of the Deals screen. A deal can be selected from the deal list by directly
clicking the deal record from the deal list or scrolling to the deal record using the up or down arrow
buttons located at the bottom of the deal list. Change any of the available fields and click the Save
button. Typically, the deal stage, stage due date, and notes will be changed from stage to stage. The
Deal Status should be changed if the deal is put on hold or lost or completed.
Tracking a Deal
To track the progress of a deal, click the Modify button and update the desired fields. Typically, the
Deal Stage and Stage Due Date will be updated. Any changes to any of the fields in the deal record
will be logged in the Deal Journal. Any notes for a deal can also be logged using the Deal Journal.
Undo Changes
While adding a new deal record or modifying an existing record, additions are undone or changes are
restored to their previous values by clicking the Undo button. All new and edited data fields are
restored to their previous value and the screen returns to the View mode. Once a record is saved,
changes cannot be undone using the Undo button.
Delete a Deal Record
To delete a deal record, select the deal from the list and click the Delete button on the bottom of the
Deals screen. The system will prompt the user if you are sure you want to delete the record. Click
the "yes" button to complete the deletion process. It is not recommended that records be deleted
unless you need to start from scratch.
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Deal Journal
The Deal Journal is used to track deal notes at any stage of the deal process. The deal journal also
acts as a deal audit trail - it records any changes to the deal record. To create a journal entry, click
the Deal Journal button. On the Deal Journal screen click the New button, and enter the Journal
Date, Journal Entry Employee, and the Journal Entry note. Click Save to save the deal journal entry.
Create Sales Order Associated to Deal
Click the Create Sales Order for Deal button next to the Sales Order ID field to invoke the Sales
Order screen and create a sales order associated to the deal. The Sales Orde rID field will be updated
with the SaleID when the sales order is saved. If the SalesOrderID field contains a SaleID, then the
sales order can be viewed or modified by clicking the View/Modify Sales Order button next to the
Sales Order ID field.
Closing the Screen
To close the Deal screen, click the Close button. If there have been additions or modifications that
were not saved, the system prompts the user if to save the record prior to closing the screen.
Scrolling through Records
To scroll through deal records, click the Up arrow to scroll to go to the next record up the list and the
Down arrow to scroll to the next record down the list.
Change Sort Order
The Deal List can be sorted by the Deal Start Date and the Due Date. Click the Sort button at the
bottom the "Start Date" column to change the Start Date sort order. Click the Sort button at the
bottom of the "Due Date" column to change the Due Date sort order.
Search Options
An advanced search function is provided at the bottom of the screen. Records can be searched By
Client, By Employee, By keyword in Notes, and by Date Range. These constraints can also be used
in combination with each other. For example, a search can be initiated for records that contain a
selected client and a selected employee and a typed keyword between two chosen dates. As soon as
a client or employee is selected a new search is initiated and records are displayed in the record list.
Also, the Search button can be clicked to initiate a search which uses all entered constraints.
Additionally, there are checkboxes at the left of the search area which can be checked to display only
"Not-Completed" records or "All" records regardless of completion status. If constraints are entered
when the "Not-Completed" flag is checked, then all "Not-Completed" records with the constraints
will be displayed. The default view of records when the screen is opened is all not-completed
records. Click the "Show All" button to show all the records. Once constraints have been entered,
then these constraints can be removed one by one to broaden the search or can be cleared out by
clicking the Clear button.
An Individual Deal Report can be generated by clicking the Indiv Deal Rpt button. All data fields
for a specific deal including all journal entries will be included in the report. Click the Preview
Deals List Rpt button at the top of the screen to print a report of all the deals in the Deal List.
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Chapter 12
Setting up Deal Process Definitions
Each company may have its own process consisting of a set of stages or steps to proceed through a
deal that is designed to lead to the close of a deal. Universal Client Sales Manager Pro has two predefined deal processes for a product and service deals. These pre-defined deal processes can be
modified to fit a company's process or a new deal process can be defined in addition to the predefined processes. To invoke the Deal Process Definitions screen, click the System Administration
button on the main screen and then click the Deal Process Definitions button. Alternately, from the
Deals screen click the hot buttons at the right of the "Deal Stage" or "Next Step" fields to invoke the
Deal Process screen. Deal processes should be defined before creating deals, but custom on the fly
data can be entered into the "stage" fields when creating or modifying a deal record. Each record
created in the Deal Process Definitions screen represents one stage in a deal process for an
associated deal type ("Product Deal", "Service Deal", etc.). Typically, multiple records will be
created, corresponding to individual stages within a deal process. The deal process can be made as
detail as desired by adding as many stages to a deal type as needed. The deal process name will be
designated by the "Deal Type Identifier" and will appear in the Deal screen as a deal "Type" in the
Type drop-down box.
Deal Process Field Definitions
Deal Type Identifier:
The type of deal (e.g., Product Deal, Service Deal, or another
descriptor). (Required)
The deal type can be selected from the list which is created from
existing types already defined in the deal process definitions
database or a new description entered.
Deal Stage:
A description of the deal stage (e.g., Identify Need, Qualification,
etc.). (Required)
A deal stage can be selected from the drop-down which is created
from existing deal stages defined in existing deal processes or a
new stage description entered.
Stage Order:
The numerical order of the stage. For example, the number 1
would designate the first step in the deal process, the number 2 the
second step in the deal process, etc. (Required)
Deal Type Description:
Detailed description of the deal stage.
Creating a Deal Process Definition
To create a deal stage, click the New button at the bottom left of the screen. Fill in the required fields
(in blue) and click the Save button. Next, define the next stage in the process by creating a New deal
record with the same "Deal Type Identifier". Keep adding records with the same "Deal Type
Identifier" until all the deal process stages have been defined. After this definition, the "Deal Type
Identifier" will appear in the "Type" field in the Deals Screen. The "Deal Stage" will appear in the
"Deal Stage" field in the Deals screen and the "Next Step" field will show the next Stage description
corresponding to the next stage in the order of the process.
Modifying a Deal Stage
Each deal stage in the deal process definition can be modified by selecting a deal stage from the Deal
List and clicking on the Modify button at the bottom of the screen. Change any of the available
fields and click the Save button at the bottom of the screen.
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Undo Changes
While adding a new record or modifying an existing record, additions can be undone or changes
restored to their previous values by clicking the Undo button. All new and edited data fields are
restored to their previous value and the screen returns to the View mode. Once a record is saved,
changes cannot be undone using the Undo button.
Delete a Deal Record
To delete a record, select a stage record from the list and click the Delete button on the bottom of the
screen. The system will prompt the user if you are sure you want to delete the record. Click the
"yes" button to complete the deletion process.
Closing the Screen
To close the screen, click the Close button. If there have been additions or modifications that were
not saved, the system prompts the user if to save the record prior to closing the screen.
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Chapter 13
Master Activity Log
The Master Activity Log can be invoked from the main screen, client information, deals,
communication log, General ToDo List, and FollowUp screens. The Master Activity Log displays
records in one place from various functions throughout Universal Client CRM Multi-User that have
a due date or completed / not-completed state associated with them. The Master Activity Log
displays records for upcoming appointments, not-completed or due tasks associated with deals, client
communications, client follow-ups, and general todo tasks in order to have one integrated view and
search capability for all upcoming or due tasks.
Master Activity Log
The Master Activity Log displays the following fields:
Type:
The type of task record (i.e., Appt - appointment, Deal - deal record, FollowUp client follow-up task, CommLog - client communications log record, and Generalgeneral todo task).
Status:
The status of the task record (i.e., "In-Progress", "Pending", "Not-Started",
"Completed", etc.).
ToDo Task:
The description of the task.
Priority:
The priority of the task.
Due Date:
The due date for the task. The due date can be sorted by clicking the due date label.
Client:
The client associated with the task.
Employee:
The employee associated with the task.
View Details of Task Records
To view details of any task record in the Master Activity Log, click the icon with the open book
graphic at the far right of a selected record. The appropriate screen relevant for the record will
display focused onto the specific record in the Master Activity Log. From this point the record can
be modified, new records added or deleted. For example, if focused on a deal record in the Master
Activity Log, when the icon is clicked the Deal screen appears focused onto that deal record that has
the task due. If an appointment record has the focus on the Master Activity Log and the icon is
clicked, then the scheduler displays for the appropriate appointment.
Search Option
An advanced search function is provided at the bottom of the screen. Records can be searched By
Client, By Employee, By keyword in the task field, and by Date Range. These constraints can also
be used in combination with each other. For example, a search can be initiated for records that
contain a selected client and a selected employee and a typed keyword between two chosen dates.
As soon as a client or employee is selected a new search is initiated and records are displayed in the
record list. Also, the Search button can be clicked to initiate a search which uses all entered
constraints. Additionally, there are view constraints which can be selected to display only "NotCompleted" records or "All" records regardless of completion status. If constraints are entered when
the "Not-Completed" flag is checked, then all "Not-Completed" records with the constraints will be
displayed. Also, check boxes are available to show all tasks that are overdue, due today, due next 7
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days, and tasks due in future. The default view of records when the screen is opened is all notcompleted records. Once constraints have been entered, then these constraints can be removed one
by one to broaden the search or can be cleared out by clicking the Clear button to show all records.
By default "non-completed" records are displayed in the Master Activity Log. By clicking the "noncompleted" check box off, all records both completed and non-completed are displayed. By clicking
the "OverDue" check box, all records prior to today that have not been "completed" will show in the
list. By clicking the "Due Today" check box, non-completed records for today will be displayed. By
clicking the "Due Next 7 Days" check box, non-completed records for the next 7 days will be
displayed. By clicking the "Due in Future" check box, non-completed records from today and into
the future will be displayed. Additional constraints in the search section such as a selected client or
employee will apply with these checkboxes.
Navigation Button
There are hot link button at the top of the Master Activity Log screen that correspond to each
category of task that is displayed in the Master Activity Log. By clicking the hot link button at the
far right of each record, the appropriate screen is displayed for the specific type of ToDo task. Also,
buttons are available at the top of the screen for the Scheduler, Client Communications Log, Client
Follow-Up Planner, Client Deals, Client Complaints, and General ToDo Task functions. A report of
the Master Activity Log can be printed by clicking the Preview Master Activity Rpt button.
Change Sort Order
The default view of all non-completed tasks is "Due Date" descending. To change the sort order,
click the "Due Date" heading and it will toggle between Due date descending and Due Date
ascending.
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Chapter 14
General ToDo Tasks
General ToDo Tasks, that is, those not associated with a client can be entered using the General
ToDo Tasks screen. Go to the Master ToDo List and click the General ToDo Tasks button at the top
of the screen.
General ToDo task fields consist of:
Start Date
The start date of the task. (Required)
Task Type;
The type of task (e.g., Information Technology, Accounting, Reports, etc.)
Choose from the drop-down list that includes predefined tasks or enter your
own.
Task Description:
The description of the task.
Priority:
The priority of the task. Choose from the drop-down list that includes
predefined priorities or enter your own.
Due Date:
The date the task is due to be completed. (Required)
Employee:
The employee to whom the task is assigned. Choose from a list of active
employees. (Required)
A hot button is provided next to the employee drop-down that pops up the
employee screen if new employees are to be defined or detail about the
employee needs to be viewed.
Status:
The status of the task. Choose from the drop-down list. (Required)
Add a New Task
To add a new task, click the Add button at the bottom of the screen. Enter all the required fields and
click the Save button at the bottom of the screen.
Modifying a Task
To modify an existing task, select the task record from the list and click the Modify button at the
bottom of the screen. Make modifications to the record and click the Save button at the bottom of
the screen.
Undo Changes
While adding a new record or modifying an existing record, additions are undone or changes are
restored to their previous values by clicking the Undo button. All new and edited data fields are
restored to their previous value and the screen returns to the View mode. Once a record is saved,
changes cannot be undone using the Undo button.
Delete a Deal Record
To delete a record, select a record from the list and click the Delete button at the bottom of the
screen. The system will prompt the user if you are sure you want to delete the record. Click the
"yes" button to complete the deletion process.
Closing the Screen
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To close the screen, click the Close button. If there have been additions or modifications that were
not saved, the system prompts the user if to save the record prior to closing the screen.
Change Sort Order
Records are displayed by default by Due Date descending order. To change the due date sort order,
click the "Sort by Due Date" button which will have a label that indicates whether it will sort
descending or ascending order. To change the Start Date sort order, click the "Sort by Start Date"
button which will have a label that indicates whether it will sort descending or ascending order. To
change the Employee name sort order, click the "Sort by Employee" button which will have a label
that indicates whether it will sort descending or ascending order.
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Chapter 15
Complaints
Client complaints tracking and resolution can be done through the Complaints Module. Click the
Complaints button at the top of the Client Information screen. A history of all complaints is kept in
the database and can be viewed through this screen by scrolling through the complaint records.
When a complaint is received and recorded via the Complaints screen, a communications entry
record is automatically written to the communications log indicating a communication with the client
regarding a complaint.
Complaint Field Definitions
Complaint ID:
Auto-generated unique complaint ID.
Complaint Description:
(Required) Description of the client’s complaint.
Corrective Action History:
Correction action history to resolve the complaint. This field can
have multiple entries at different times that together show the
history of how the complaint was resolved.
Date Received:
Date the complaint was received. It is automatically filled in with
the current date.
Date Closed:
Date the complaint was closed (e.g., resolved).
Employee Taking Complaint:
Employee who logged the complaint (e.g., talked to the client).
Status:
Status of the complaint either “open” or “closed”. After resolution,
this field can be set to “closed”.
Logging a Complaint
To log a complaint from a client, click the New button on the bottom left of the Complaint screen.
Type in the complaint description into the Complaint Description field.
If the complaint has been resolved, enter the resolution in the Corrective Action History field and
click on the Date Closed field. A calendar icon appears and when it is clicked the calendar opens.
Select the date of the corrective action and the status as “closed” in the Status field.
Select the employee logging the complaint from the list. To view employee details click on the hot
button to the right of the Employee Taking Complaint field.
Click the Save button. A complaint record is automatically created in the communication log,
indicating a communication with the client in regards to a complaint.
Modifying a Complaint
To modify an existing complaint or enter a corrective action at a later date, then click the Modify
button on the bottom right of the Complaint screen. Make modifications to the record or enter the
corrective action. Click the Save button.
Undo Changes
While adding a new complaint record or modifying an existing record, additions are undone or
changes are restored by clicking the Undo button. All new and edited data fields are restored to their
previous value and the screen returns to the View mode. Once a record is saved, changes cannot be
undone using the Undo button.
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Search Options
An advanced search function is provided at the bottom of the screen. Records can be searched By
Client, By Employee, By keyword in the task field, and by Date Range. These constraints can also
be used in combination with each other. For example, a search can be initiated for records that
contain a selected client and a selected employee and a typed keyword between two chosen dates.
As soon as a client or employee is selected a new search is initiated and records are displayed in the
record list. Also, the Search button can be clicked to initiate a search which uses all entered
constraints. Additionally, there are view constraints which can be selected to display only "NotCompleted" records or "All" records regardless of completion status. If constraints are entered when
the "Not-Completed" flag is checked, then all "Not-Completed" records with the constraints will be
displayed. Once constraints have been entered, then these constraints can be removed one by one to
broaden the search or can be cleared out by clicking the Clear button to show all records.
Complaints Report
To print a complaints report, click the Preview Complaints Rpt button. The complaints report filter
pops up with the client automatically filled in. Optionally, enter a date range by clicking on the date
range fields and selecting a date from the calendar popup. Optionally, change the status of the
complaints to be reported from “All” to either “open” or “closed” complaints. Click the Preview
Report button to generate the complaints report. Alternatively, to export the report to Microsoft®
Excel®, click the Export to XLS button.
Closing the Screen
To close the Complaint screen, click the Close button. If changes or additions have not been saved,
then the system asks the user, “Do you want to save your changes?”. Click the Yes button if you
want to save the changes or additions or click No to undo the changes or additions.
Change Sort Order
Records are displayed by default by Date Received descending order. To change the Date Received
sort order, click the "Sort by Date Received" button which will have a label that indicates whether it
will sort descending or ascending order.
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Chapter 16
Client Communications Log
All types of communications with the client can be tracked by the Communications Log Module.
Click the Communication Log button at the top of the Client Information screen. A history of all
communications with the client including the subject matter is displayed in the log. This screen is
used to track any communications with the client and follow-up actions that are to be taken after the
communication.
Communications Log Field Definitions
ID:
Communications log ID is auto-generated when a new
communication log record is created.
Communications Date:
Date of the communication with the client.
Client:
(Required) The client with whom the communication took place.
Priority:
Priority or urgency level of the communication (i.e., high, medium,
low).
Communication Type:
Type or category describing the communication (i.e., Billing,
Inquiry, Invoice, Payment, Quote, Sale, Complaint, other, etc.).
Communication Description:
Description of the communication with the client.
Employee:
Employee logging the communication with the client.
Completed:
If checked, the flag indicates that the communication is complete
and has no additional follow-up tasks. If unchecked, then the flag
indicates that there are additional follow-up tasks or action(s) that
may be pending regarding the communication.
Creating a New Communication Log Record
To create a new communication log record, click the New button on the lower left corner of the
Communication Log screen. The communication date is automatically filled in with the current date.
To change the date, click on the field and enter the communication date via the popup calendar. The
client is automatically filled in (Required). To change the client with whom the communication is
taking place, select from the list. Optionally, select the priority level (urgency) of the
communication. Optionally, select the communication type. Enter the communication description.
Optionally, select the employee with whom the communication is taking place. Check the
Completed flag if the communication is complete and there are no additional follow-up tasks. Enter
the follow-up tasks in the Communication Description field. Click the Save button. Optionally,
schedule a follow-up with the client via the follow-up planner module. (See Chapter 17 for more
detail on the follow-up planner.)
Modifying a Communication Log Record
To modify an existing communication log record, select an existing communication log record from
the Communication Log list and click the Modify button in the lower left hand corner of the
Communication Log screen. Make changes to any of the fields in the field entry area at the top of the
screen. Click the Save button to save the changes.
Undo Changes
While adding a new communication record or modifying an existing record, additions are undone or
changes are restored to their previous values by clicking the Undo button. All new and edited data
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fields are restored to their previous value and the screen returns to the View mode. Once a record is
saved, changes cannot be undone using the Undo button.
Deleting a Communication Record
To delete a communication log record, select a record from the list and click the Delete button. The
system prompts the user with “Do you want to delete this record?” Click the Yes button to delete the
record or click the No button not to delete it. If a communication record associated with a complaint
is deleted, then the complaint is also deleted in the Com plaints module.
Search Options
An advanced search function is provided at the bottom of the screen. Records can be searched By
Client, By Employee, By keyword in the task field, and by Date Range. These constraints can also
be used in combination with each other. For example, a search can be initiated for records that
contain a selected client and a selected employee and a typed keyword between two chosen dates.
As soon as a client or employee is selected a new search is initiated and records are displayed in the
record list. Also, the Search button can be clicked to initiate a search which uses all entered
constraints. Additionally, there are view constraints which can be selected to display only "NotCompleted" records or "All" records regardless of completion status. If constraints are entered when
the "Not-Completed" flag is checked, then all "Not-Completed" records with the constraints will be
displayed. Once constraints have been entered, then these constraints can be removed one by one to
broaden the search or can be cleared out by clicking the Clear button to show all records.
Communications Log Report
To print a communications log report, click the Preview CommLog Rpt button at the top of the
Communications Log screen. Print the report by clicking the Print button on the Print Preview
ribbon above the application. Close the report by clicking the Close Print Preview button on the
ribbon.
Closing the Report
To close the Communication Log screen, click the Close button. If there are additions or changes
that have not been saved, then the system prompts the user, “Do you want to save changes?”. Click
the Yes button to save changes or the No button not to save changes.
Change Sort Order
The default sort order of the Client Communication Record List is Communication Date descending
order. To sort the list by Communication Date, click the "Sort by Comm Date" button which will
have a label that indicates whether it will sort by descending or ascending order.
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Chapter 17
Follow-Up List and Follow-Up Planner
Follow-up reminders specific to a client or employee can be created via the Follow-Up Module. A
planner provides follow-up reminders specific to a client. Click the Follow-Up button at the top of
the Client Information screen to get to the Follow-Up List screen. The Follow-up List screen lists all
the follow-up reminder records for a selected client. These records are reminders to follow-up with a
client at a specific date about a specific topic. Since the list can become lengthy, there are filter
constraints that can be checked off at the top of the form to limit the list.
Creating a Follow-Up Reminder
To create a new follow-up record, click the New button at the bottom left of the Follow-Up List
screen. The Follow-Up Planner screen pops up for data entry.
Follow-Up Reminder Field Definitions
Data can be entered in the following fields:
Client:
(Required) Select the client with which to follow-up. This field is
automatically filled in with the currently focused client.
Follow-up In:
(Required) Numerical entry specifying the number of days, weeks, months
or years in which to follow-up.
Period:
(Required) Period in days, weeks, months or years associated with the
Follow-up In data field.
Employee Responsible: Employee responsible for the follow-up.
Purpose:
(Required) Brief description of the purpose for the follow-up.
Follow-Up Note:
More detail for the follow-up.
Completed:
Check this flag if the follow-up has been completed.
Click the Save button to save the follow-up record. Click the Close button to close out the FollowUp Planner.
Modifying a Follow-Up Record
To modify a follow-up record, select a record from the Follow-Up List on the Follow-Up List screen
and click the Modify button. The Follow-Up Planner screen pops up in the Modify mode. Make any
changes to the data and click the Save button. Click the Close button to close out the Follow-Up
Planner.
Viewing a Follow-Up Record
To view the details of a follow-up record, double-click a record in the Follow-Up List. The FollowUp Planner opens. At this point you can view the follow-up details, modify the record or add new
follow-up records.
Deleting a Follow-Up Record
To delete a follow-up record, select a record from the follow-up list on the Follow-Up List screen.
Click the Delete button. The system prompts the user to verify the deletion by asking, “Are you sure
you want to delete this Follow-Up record?”. Click the Yes button to delete the record or click the No
button to cancel the deletion.
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Alternatively, double-click on a record in the follow-up list. The Follow-Up Planner pops up. Click
the Delete button on the Follow-Up Planner to delete the record.
Change Sort Order
The follow-up list can also be ordered by LastName, Follow-Up date or Employee in an ascending or
descending order. These fields are highlighted in a light blue color.
Search Options
An advanced search function is provided at the bottom of the screen. Records can be searched By
Client, By Employee, By keyword in the task field, and by Date Range. These constraints can also
be used in combination with each other. For example, a search can be initiated for records that
contain a selected client and a selected employee and a typed keyword between two chosen dates.
As soon as a client or employee is selected a new search is initiated and records are displayed in the
record list. Also, the Search button can be clicked to initiate a search which uses all entered
constraints. Additionally, there are view constraints which can be selected to display only "NotCompleted" records or "All" records regardless of completion status. If constraints are entered when
the "Not-Completed" flag is checked, then all "Not-Completed" records with the constraints will be
displayed. Once constraints have been entered, then these constraints can be removed one by one to
broaden the search or can be cleared out by clicking the Clear button to show all records.
Follow-Up Report
Click the Preview Report button on the Follow-Up List screen to display a report of the follow-ups
listed on the screen. The report can be printed by clicking the Print button on the Print Preview
ribbon at the top of the application. To close the report, click the Close Print Preview button.
Export Follow-Up Report to Excel®
To export the follow-up report to Excel®, click the Export button to the right of the Print Preview
button at the top of the Follow-Up List screen. The Microsoft® Office File, Save window pops up,
pointing to the default location. The default location is that defined in the System Info screen under
the Administration menu. If you want to change the location, then select the location through the
menu where to save the report. Optionally, change the name of the report. Click the Save button.
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Chapter 18
Scheduling
From the main menu or Client Information screen, open the Scheduler Module. The scheduler
opens to the schedule for the default employee as defined in System Info or to the first employee in
the list at the top of the scheduler. The employee schedule is shown for Today’s date by default.
The schedule is shown in 15 minute increments. To focus on the schedule on a particular day, select
the day from the calendar at the top right of the scheduler. That Days Appointments will appear. To
select a schedule for a different employee, select the employee from the “Appointments for
Employee” list at the top of the scheduler and then that Employee’s Appointments will appear for the
selected date.
Adding Appointments
An appointment is added by clicking on the New Appt button at the bottom of the screen or double
clicking on a time slot. The Appointment Detail popup is displayed. From this screen the client for
whom the appointment is scheduled, the employee for whom the appointment is made, the
appointment date, start time and appointment duration are entered. Hot buttons are associated with
the employee and client entry fields so that client and employee detail information can be viewed or
new client or employee information can be entered.
For appointments not associated with a client (e.g.; lunch, internal meeting, vacation, etc.), a block of
time can be identified by clicking the Block Time button. Enter a subject for the blocked time.
Notes regarding any details of the appointment are added in the Subject section.
After all data is entered, click the Save / Close button which closes out the Appointment Detail
screen and brings you back to the master Scheduler screen.
Generating Work Orders
From an existing appointment, a work order can be generated. This work order is a convenient
feature to communicate the appointment information to the employee and to document any work
performed against that appointment. The work order is automatically generated with client and
scheduling information filled in by clicking on the WO button adjacent to the schedule time line for
the chosen appointment.
Employee Appointments Report
By clicking on the Appointments Report button at the top left of the main Scheduler screen, the
Appointment Constraints filter popup is displayed. The filter allows for the selection of a particular
employee or all employees, a date range or all dates, and a start and end time or all times. Once the
constraints, if any, have been selected, click the Preview Rpt button to generate the report. The
Appointments report can be printed by clicking the Print button on the Print Preview ribbon. It can
be exported to Excel by clicking on the Export to XLS button on the Appointment Constraints filter
popup.
Appointment Search
By clicking on the Appointment Search button at the top left of the main Scheduler screen, the
Appointment Search popup screen opens. Search for the desired client by entering the client’s last
name or primary phone. The use of wildcards is permitted. The appointments found for a selected
client are displayed in the Appointment Search popup. Each time slot on the Appointment Search
popup contains a hot button at the far right that is used to open that selected appointment. Click on
the Go To Appt hot button on the far right to open that appointment record.
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Deleting an Appointment
Select the appointment time slot on the main Scheduler and click the Modify or Delete Appt button at
the bottom of the main Scheduler screen. The Appointment Detail popup screen will be displayed
for the selected appointment. Click the Delete Appt button to delete it (i.e., cancel appointment)
from the schedule. The Scheduler will verify if you really want to cancel the appointment. Click
‘Yes’ to cancel the appointment and ‘No’ to exit the deletion process. The Appointment Detail
popup screen automatically closes after deletion.
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Chapter 19
Generating and Exporting Reports
Since Universal Client Sales Manager Pro is a database system, all the information and data can be
easily compiled and assembled into reports for preview, printing or exporting.
From the main menu, open the Reports Module. The Reports screen shows four categories of
reports; Database Listings, Misc., Sales Information and Financials. The following reports are
available under the respective categories. Click the report buttons for the desired report. When
opening the desired report with associated filter criteria, a pop-up filter screen will present the
available filter criteria. If no criteria are selected the report will default to the value which initially
appears in the field or all appropriate records will be listed in the report.
Database Listing Reports:
Employee Listing
Parts Listing
Suppliers Listing
Locations Listing
Sales Information Reports
Client Reports
Client Directory
Client Info
Communications Log
Complaints
Follow-Ups
Financial Reports
Accounts Receivable (Client name)
Revenue Summary (Client name, Date
range)
Sales Tax Collected (Date Range)
Client Statements (Client name)
Transactions (Client name)
Returns (Client name, Part, Date range)
All Sales Summary (With/without employee
name, Date range)
Sales By Client (Client name, Date range,
detailed or summary)
Sales By Part (Part number, Client name, Date
range)
Sales By Part Totals (With/without employee
name, Date range)
Estimate Summary (Employee name, Client
name, Date range)
Estimates (Client name, employee)
Invoices (Client name, Status)
POS Receipts (Client name, employee)
Deal Reports
Deals By Month
Deals By Employee
Deals By Stage
Misc. Reports
Appointments
General ToDo List
Select a report from the report screen by clicking on the desired report button. A select (filter)
criteria popup screen opens, allowing the report to be generated constrained by the criteria entered in
the popup filter. Depending on the report, examples of selection (filter) criteria are client name, date
ranges, part numbers, and status (pending, open, closed, active/ inactive). After selecting the filter
criteria, the report can be previewed and printed. Click the Preview Report button to generate the
report.
When launching reports from the Client Information screen, the current client, for whom the record
is opened, will be displayed in the client selection screen. Other clients can be selected from the
client drop down list from the respective report’s Client drop down list. When launching reports
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from the main menu, the client will need to be selected from the respective report’s Client drop down
list.
By default, only active clients are displayed in the Client drop-down box. To run reports for inactive
clients, either enter the reports screen from the client information screen or click on the “Show All
Clients in List” checkbox. This will display all clients, both active and inactive, in the client dropdown list.
Closing, and Printing Reports
When a report is generated, it opens with the Print Preview ribbon displayed at the top of the screen.
To close the report, click on the Close Print Preview button located at the right of the ribbon. The
system maximizes the ribbon if it is in a minimized state. If the ribbon does not open with the Print
Preview tab then select it from the ribbon.
Reports can be printed by clicking on the Print button on the left side in the Print Preview ribbon.
When a report is closed, the ribbon is automatically minimized.
Export Reports to PDF
Reports can be exported to a PDF formatted file by clicking the PDF button on the right side of the
Print Preview ribbon. Click the button and a Publish as PDF popup window will be displayed.
Select the directory and name of the file to which to save the report. Click the Publish button to
create it. If this PDF add-on is not available with your installation of windows, then you can
download the “2007 Microsoft Office Add-in: Microsoft Save as PDF” add-on from the Microsoft
Download Center.
Export Reports to Microsoft® Excel®
Reports can be exported into a Microsoft® Excel® format by clicking the Export to XLS button,
associated with each report. To export reports from the Reports screen, click any button on the
screen to display a criteria selection filter popup. The Export to XLS button is located on the lower
left side of each filter popup screen. The Microsoft® Office File, Save window pops up pointing to
the default location on the computer. The default pathway is user defined in the main menu System
Administration module under the System Info feature. To change the directory pathway, select the
location through the Microsoft® Office File, Save window. Optionally, change the name of the
report. Click the Save button.
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Chapter 20
Setting up Foreign States
The standard list in the State drop-down box which appears in the Client Information, Employees,
Suppliers, and Locations screens default to a US states listing. This drop-down can be customized
for foreign users by deleting the US states and entering foreign states, provinces or regions. If a state
is typed into the State drop-down which is not in the list, then the system will prompt the user if to
add the new state/province/region to the list. If the user clicks “Yes”, then the state/province/region
is entered into the list.
Alternatively, the states list can be more formally managed from the “System Administration”
screen. Click on System Administration, then click on “System Info”. Click on the “States” button
in the “Drop-Down Lists Data Management” area. A States popup screen comes up. Add a new
state/province/region by clicking the “New” button and adding the state. Delete a state from the list,
one at a time, by selecting the state from the list and clicking the “Delete” button. This can be done
once, during setup to the system and available in all State/Province/Region drop-down lists from that
point on.
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Chapter 21
Microsoft Outlook and Skype Support
Universal Client version 3.0 includes built-in support for Microsoft Outlook email and Skype.
Buttons will appear next to filled-in phone numbers that allow Skype to be dialed (if Skype is
already installed on your computer). Also, Outlook icons will appear on screens that bring up
Outlook email. If a client's email address is filled in, then it will automatically bring up Outlook
with the defined client email address. Both Outlook email support and Skype are automatically
enable in the application.
To disable Microsoft Outlook Email Support within Universal Client, click the System
Administration button on the main screen, click the System Info button in System Administration,
click the Modify button at the bottom of the System Information screen, click the "Disable Microsoft
Outlook Email Support" checkbox on, and click the Save button at the bottom of the screen. When
email support is turned off, Outlook Email icons will not appear in Client Information, Follow-Up
Tasks, Master Activity Log, Client Communications Log, Deals, Sales Order , and Complaints
screens.
In order to prevent problems that may hang the application, Microsoft Outlook email must be fully
setup on your computer in order to use this function. If there are any problems using this function on
your computer, turn Outlook support capability off within System Info.
To disable Skype support within Universal Client, click the System Administration button on the
main screen, click the System Info button in System Administration, click the Modify button at the
bottom of the System Information screen, click the "Disable Skype Support" checkbox on, and click
the Save button at the bottom of the screen. When Skype support is turned off, Skype buttons will
not appear in Client Information and Scheduler screens.
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Chapter 22
Sales Tax and Credit Card Information
Sales Tax Table
The sales tax table can be customized to include sales tax rates for different states. The sales tax
table can be invoked from the Parts / Services module or the Sales Order module by clicking the
Sales Tax Table button. Sales tax rates can be associated to states via this table. Multiple records
can be created for each state with different sales taxes for different counties, cities, etc. The data
fields are:
Sales Tax Name:
(Required) The state descriptor with the associated sales tax.
Sales Tax:
(Required) The sales tax percentage.
Description:
The description of the sales tax record. Additional information indicating
that this sales tax is for a particular county or city in the state can be entered.
To create a new sales tax record, click the New button. Enter data and click the Save button. The
Sales Tax Name can be any descriptor such as “IL” for the state of Illinois. For example, multiple
sales tax entries for Illinois can be created with descriptors such as, “IL-Cook” and “IL-Will”. The
descriptors are chosen by the user and do not need to be state designations. To enable the Sales Tax
Name entry, the “Taxable” check box must be checked on the Part/Service Information screen. This
will enable the Sales Tax Name entry area. Unchecking the “Taxable” check box will blank out the
Sales Tax Name area and disable it.
If a part / service item has the “Taxable” box checked, the sales tax associated with the part / service
will appear in the Part Name drop-down box in the Sales Order screen and the tax will automatically
be entered into the tax field on the sales item line. If the “Taxable” box is not checked, no sales tax
will be displayed in the Part Name drop-down box in the Sales Order screen.
To modify an existing sales tax record, select the sales record from the list and click the Modify
button. Make the desired changes and click the Save button.
To delete a sales tax record, select the sales record from the list and click the Delete button. The
system verifies the deletion by asking, “Are you sure you want to delete the selected sales tax
record?”. Click the Yes button to delete the record or click the No button to cancel the deletion.
While adding a new sales tax record or modifying an existing record, additions are undone or
changes are restored by clicking the Undo button. All new and edited data fields are restored to their
previous value and the screen returns to the View mode. Once a record is saved, changes cannot be
undone using the Undo button.
To close the screen, click the Close button.
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Chapter 23
Back-up and Restore
Backing Up Data
Universal Client Sales Manager Pro saves all the data entered via the application in a separate
database file. Every time the system is used and new data is entered, it is recommended that the
database be backed up. Universal Client Sales Manager Pro offers built-in backup and restore
functions under System Administration.
To enable the auto backup function, go to the System Administration Module from the main menu,
then click the System Info button. In the System Info screen click the Modify button. Check the
Enable Auto Backup checkbox. Optionally, enter the directory path to which you want to backup the
Universal Client database. The directory path format should be similar to C:\BackupDirectoryName
or C:\YourOrganizationName\Backups, etc. If no backup directory is entered, then the system
defaults to the logged-in user’s “My Documents” folder. Click the Save button on the System Info
screen when done. Once this option is selected, the system will prompt you whether to backup the
database file every time you close the application. Click the Close button to close the application on
the main Universal Client Sales Manager Pro screen and the system asks “Do you want to create a
backup?” Click the Yes button to create a backup of the database with all the latest data. Click the
No button to bypass the backup and close the application.
The backup function copies the Universal Client database file which holds all data entered via the
application to the specified directory location established above. It is recommended that Universal
Client Sales Manager Pro be backed up to an external drive in the event the system hard drive
crashes or the system becomes corrupted. The data can be easily restored by using the restore
function to copy the backed-up database file back into the database installation folder.
Alternatively, data can be backed up by clicking the “Backup Database” button on the System
Administration screen. The system will ask the user whether to create a backup. Click the Yes
button. The file selection window will pop up. The system recommended database backup file will
be automatically named. Either accept the suggested file name and click the Save button or modify
the backup name and click the Save button. This process will make a backup copy of the Universal
Client database file to the selected folder.
Restoring Data
The backed up database file can be restored to the Universal Client Sales Manager Pro application
by the restore function. To do this, click the “Restore Previous Database” button on the System
Administration screen. The system will prompt the user with “Do you want to restore a previous
version of the database?” Click the Yes button. The file selection popup will appear. The file
selection popup will point to either the backup folder specified in “System Administration/System
Info” backup file location or to the logged in user’s personal “My Documents” folder. Select the
backed-up database file or search for it via the file selection popup. Click the “Restore Selected
File” button to start the restore process. The system will prompt the user with “The folder already
contains a file named UniversalClient_DB.accdb. Would you like to replace the existing file?”
Click the Yes button to complete the restoration.
Alternatively, the backed up database file can be restored manually. This is NOT recommended.
The backup file name must be renamed to the same Universal Client database file name originally
saved into the database installation folder. Universal Client Sales Manager Pro, the file containing
your data is named “UniversalClient_DB.accdb”. The installation directory for the database file is
“<LOCAL_APP_DATA>\Golden Tier Management Software\Universal Client Sales Manager”. In
Windows XP this will typically be in “C:\Documents and Settings\Login Name\Local
Settings\Application Data\Golden Tier Management Software\Universal Client Sales
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Manager\UniversalClient_DB.accdb”. In Windows Vista this will typically be in “C:\Users\Login
Name \AppData\Local\Golden Tier Management Software\Universal Client Sales
Manager\UniversalClient_DB.accdb”. If folders are hidden in Windows, set the folder options in
windows explorer to “Show hidden files and folders”.
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Chapter 24
Upgrade Software
To activate Universal Client Sales Manager Pro trial version, purchase the product by clicking the
Buy button on the main screen which will take you to the Golden Tier Management Systems website
where you can initiate the buy process. After the purchase is made an email will be sent with a
product key and a download link. To activate the trial version, click on the System Administration
button from the Main screen. On the System Administration screen, click on the Enter Product Key
button. The Software Key Entry popup screen will display. Type in your first and last name in the
“Registered To” entry area and enter the 25 alphanumeric product key that was sent to you via email
after you purchased the upgrade in the “Enter Software Key” area. Click the OK button. The system
will check if the product key you entered is correct, and if it is validated as correct, then the system
will unlock the software to the level of the key that was purchased.
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Chapter 25
Importing and Exporting Data into Universal Client Sales Manager Pro
Importing Data in Comma Delimited Format
Universal Client Sales Manager Pro will import client and part / service data structured in a .csv
comma delimited format. The file format is typically saved from an Excel spreadsheet. Client
Information and Parts / Services Information are two types of data that can be imported. Because the
import function maps data fields from the imported .csv file to specific designated data table fields
within Universal Client Sales Manager Pro, it is important that the original import file format be
structured according to the following rules:
1) Import data must be formatted in a comma separated text file where each column of import
data is separated by a column. (Suggestion: Use Microsoft Excel to prepare the import data
records and save the file as a “csv” data type.)
2) Client import data must not contain more than 25 data columns. The import function will
stop import if there are more than 25 client data columns. See Table 1: Import Data
Column Format or the required data import structure.
3) Part / service import data must not contain more than 6 data columns. The import function
will stop import if there are more than 6 part / service columns. See Table 1: Import Data
Column Format or the required data import structure.
4) Blanks and commas are permissible in the data fields. Text fields with commas embedded
in the string must be in quotes.
5) The first row of the import data file must contain the field names of the data columns and
will be ignored and not imported as data into the Universal Client data tables.
6) The .csv import filename must only contain a single period in its filename, immediately prior
to the file extension.
INCORRECT: Client.File.csv
CORRECT: ClientFile.csv
To import the database tables, open the System Administration Module from the main menu. Click
on the desired button; Import Clients from Text File or Import Parts from Text File. A file selection
dialog will open. From the dialog box, highlight the file to be imported, and then click on the Import
Selected File button. A view of the imported data will be displayed. Delete any records from the
import list that you do not want to import. Finally, if the data appears to be all there and correctly
placed in the correct columns, click on the Import button at the bottom of the form to save the
information to the Universal Client data table.
Importing and Exporting Data to Microsoft Outlook
Contacts in Microsoft Outlook can be imported into Universal Client Sales Manager Pro as
clients. Any contacts in Microsoft Outlook that have either a business phone number, home
phone number, mobile phone number or email address that matches any primary phone
number, secondary phone number, cell phone number or email address in Universal Client
"client" records will be filtered out and NOT imported into Universal Client as client
records. To import Microsoft Outlook Contacts, open the System Administration Module
from the main menu. Click on the Import Contacts from Microsoft Outlook button. A view
of the imported contacts data will be displayed. Delete any records from the import list that
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you do not want to import. Finally, if the data appears to be all there and correctly placed in
the correct columns, click on the Import button at the bottom of the form to save the
information to the Universal Client data table.
To export clients from Universal Client Sales Manager Pro into Microsoft Outlook
"contacts", open the System Administration module from the main menu. and click on the
Export Clients to Microsoft Outlook Contacts button. The export process will begin with
progress being indicated by the progress bar at the bottom of the screen. The export process
may take several minutes based on the size of the database and contacts list in Microsoft
Outlook. Universal Client Sales Manager Pro client records with a primary phone number,
secondary phone number, cell phone number or email address that matches any Microsoft
Outlook Contact business telephone number, home telephone number, mobile telephone
number or email address will not be imported into Microsoft Outlook.
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Table 1: Import Data Column Format
Client Data
(Exactly 25 columns)
Column
Description
1
Lastname
2
Firstname
3
Middle Initial
4
Date of Birth
5
Alternate Record Number
6
Address
7
City
8
State
9
Zipcode
10
Country
11
Ship To Address
12
Ship to City
13
Ship to State
14
Ship to Zipcode
15
Ship to Country
16
SSN
17
Employee Identification Number
18
Primary Phone
19
Extension
20
Cell Phone
21
Fax
22
Email
23
Website
24
Employer
25
Notes
Import Data Format
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Parts Data
(Exactly 6 columns)
Column
Description
1
Part Name
2
Part Number
3
Part Description
4
Part Size
5
Unit Price
6
Notes
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Index
Entering ........................................................ 26
Accounting Basis
Accrual Accounting ....................................... 8
Currency ........................................................... 12
Cash Accounting ............................................ 8
Data Fields ......................................................... 5
Deal
Address Format ................................................ 13
Adobe ............................................................... 50
Create Sales Order Associated to Deal ......... 34
Appointments
Creating ........................................................ 33
Adding ......................................................... 47
Deal Journal.................................................. 34
Deleting ........................................................ 48
Deleting ........................................................ 33
Generating Work Orders .............................. 47
Modifying ..................................................... 33
Tracking a Deal ............................................ 33
Backup and Restoration
Deal Process
Enabling ....................................................... 54
Creating ........................................................ 35
Restoring ...................................................... 54
Deleting ........................................................ 36
Client Records
Creating ........................................................ 14
Field Definitions ........................................... 35
Deleting ........................................................ 16
Modifying ..................................................... 35
Modifying .................................................... 15
Deal Report ...................................................... 34
Printing......................................................... 16
Deleting a Sales Order...................................... 23
Searching...................................................... 15
Email Support................................................... 52
Employees
Communications Log
Closing a Communication Record ............... 43
Creating .......................................................... 8
Creating a New Communication Record ..... 43
Show Active Employees .............................. 10
Field Descriptions ........................................ 43
End-Users License Agreement ......................... 11
Generating a Report ..................................... 44
Entering Payments............................................ 25
Compact the Database ........................................ 4
Estimates ................................... See Sales Orders
Complaints
External Documents
Closing a Complaint..................................... 41
Linking to a Client........................................ 31
Correction Action History ............................ 41
Opening a Linked Document ....................... 31
Follow-Up Reminder
Field Definitions .......................................... 41
Generating a Report ..................................... 42
Creating a New Reminder ............................ 45
Logging a Complaint ................................... 41
Field Definitions ........................................... 45
Modifying a Complaint ................................ 41
Generating a Follow-Up Report ................... 46
Copy A Sales Order Record ............................. 23
Modifying a Reminder ................................. 45
Corrective Action History ........... See Complaints
Viewing a Reminder..................................... 45
Creating a Sale / Service Record ...................... 20
General ToDo Tasks......................................... 39
Credit Cards ........................... Also see Payments
Generating and Exporting Reports ................... 49
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Hot Link Buttons ................................................ 5
Point of Sales ............................. See Sales Orders
Importing and Exporting Data to Microsoft
Outlook ........................................................ 57
Record Searches ................................................. 6
Reports
Importing Data in Comma Delimited Format .. 57
Categories ..................................................... 49
Importing Databases ........................................ 57
Exporting to Excel® or Adobe® PDF.......... 50
Installation.......................................................... 3
Preview and Print ......................................... 50
Downloading .................................................. 3
Restore.............................................................. 54
Running .......................................................... 4
Returns
Invoices ..............................Also see Sales Orders
Creating a Return ......................................... 28
Beginning sequence number ........................ 11
Field Definitions ........................................... 28
Locations
Partial Returns .............................................. 28
Creating a New Location ............................. 10
Viewing Returned Items ............................... 29
Setting the Default Location ........................ 11
Sales Orders
Master ToDo List ............................................. 37
Creating a Record ......................................... 20
Microsoft Outlook Support .............................. 12
Creating an Estimate .................................... 22
Moving from a Sales Order to an Associated
Estimate........................................................ 24
Creating an Invoice ................................ 20, 22
Modifying a Record ..................................... 23
Moving from an Estimate to an Associated Sales
Order ............................................................ 24
Point of Sale Receipt .................................... 23
Navigating Universal Client Sales Manager ...... 5
Sales Rep ............................................................ 9
Organization
Sales Tax Table
Accounting Basis ........................................... 8
Assigning to Parts / Service Items ................ 18
Defining the Organization .............................. 7
Creating and Modifying Table ..................... 53
Part Supplier Information ................................. 17
Setting up Foreign States .................................. 51
Parts and Service Database
Skype Support .................................................. 12
Creating ........................................................ 18
System Administration ............................... 18, 57
Deleting ........................................................ 18
System Setup Information ................................ 11
Modifying .................................................... 18
Undo Changes .................................................. 23
Searching
Up and Down Arrows....................................... 24
Show All Parts ............................................ 17
Upgrade Software ............................................. 56
Payments
Work orders ............................. See Appointments
Creating ........................................................ 25
Your Employees ................................................. 8
Creating a Receipt ........................................ 26
Your Locations ................................................. 10
Credit Cards ................................................. 25
Your Organization .............................................. 7
Deleting ........................................................ 26
Your Parts / Services Database......................... 17
Modifying .................................................... 26
Your Suppliers.................................................. 18
Transaction Types ........................................ 25
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