4.1.1 Address Book Overview

The Address Book in pc/MRP allows you to store, edit, and track information about customers, vendors, employees, and resellers. Address Book information is automatically imported into Sales Orders, Purchase Orders, Sales Quotes and Purchase Request for Quotes. The Address Book will be your primary source for customer data. The addrbook.dbf file is encrypted with pc/MRP versions 7.04 and higher as credit card numbers are stored in this data base file.

4.1.2 Enter A New Address

By selecting Modules, Address Book, and New you can enter a new address. Enter the company name or last name of the person whose address you wish to enter. The pop up screen will ask if you wish to import address information from another address. Answer Yes if you have a common base address for numerous clients at one location and do not wish to keep typing in the same address over and over again. pc/MRP will then display the address book data entry screen. The Address ID Code will consist of the first three alpha characters of the name followed by three numeric digits. For example, Hewlett Packard would be coded HEW001. If there were already an HEW001 in the address book, pc/MRP would display HEW002 as the address ID code. You can override the pc/MRP ID code and enter any code you care to. For example, a billing address for Hewlett Packard could be HEW001B. We do recommend the address ID code contain some significance so that it is easier to begin scrolling close to the address you are looking for.

Currently pc/MRP requires you to add a second and third address for the customer if the customer has a separate bill to and/or shipping address. The bill to address should have the id HEW001B and the ship to address should be HEW001S.

The address book data entry screen allows you to enter the: Company Name, Street Address, City, Zip Code, Country, Phone Number, FAX Number, Credit Card information, main Contact, the Title of that Contact, a Salutation to be utilized in form letters, Salesman, Salesman's E-mail, Sales Level, Tax Rate, Customer's E-mail Address, Current Account Balance, Credit Limit, Territory, Region, Related Document #, Resale #, Yearly Quota, Commission %, Tax Code, Address Type, Trade Discount, Payment Terms, Serial Number, Comments Referred by, main Priority, Purpose, customer Interests, and Concerns.

Address Data Entry Screen

The Address Type, Customer Priority, Purpose, Interests, Source, Status and Concern are all user definable fields. These fields can be modified through option 52 in the settings and utilities. These entries allow pc/MRP to store additional personalized information about the entry and provide various address printouts, reports and labels parsed to the end users specifications. The Address Type may contain CUS for customer, EMP for employee, VEN for vendor, PRO for prospect, etc.. Priority may contain a HIGH, LOW, or MEDIUM designation. Interests may contain GOLF, SOCCER...... Concerns could contain such things as quality, timeliness, fair pricing. Inevitably this allows Sales or any other department to keep detailed track of prospects, customers, and all entries to more efficiently meet the needs of people and their organizations.

There are several special features for these definable fields. For the Status field if BAD is selected a red flag reading Bad Account appears on the top left of the Address. If PRB for Probation is selected as an Address Type a red flag reading Probational Account appears on the top left of the Address. If DIS is selected then this vendor is discontinued and their information will not be populated into a purchase order.

The Current Balance can be brought up to date by selecting the option, "Audit & Update Address Balances", in the Accounting Module. The balances will be adjusted automatically whenever an invoice is entered. If you edit an invoice, the balance due in the address book will not be updated automatically. Instead, you must press the Update Bal button in the customers address or run the "Audit & Update Address Balances" option in the accounting module.

The Credit Limit field allows credit limits to be established for each customer. If a sales order exceeds the customer's credit limit a warning will be displayed after the sales order has been entered.

The Salesman, Territory, and Region Fields may be used to track customers and salesmen. Every time an order is placed from that customer the data from these fields will be automatically entered into the sales and invoice records.

The Comment field for each address can store information such as model numbers and serial numbers a customer may have purchased.

For Accounting Purposes do not include the Terms discount in with the Trade discount as you never know if the customer will pay his bill in time to get the terms discount.

The Yearly Quota field stores the yearly quota goal for each customer. This field is used in an optional sales analysis report to provide % to quota for each customer.

The Related Document Number field can be used to store a contract number for this address. Whenever a purchase order or sales order is entered the related document number will be transferred to the purchase or sales order's related document field.

The Tax Code Entity field can be used by the sales tax report to subtotal invoice sales taxes by sales tax entity. The sales tax entity code should consist of 2 chars for the name of the state and 2 digits such as NY03, CA21, etc. All tax rates can be updated from a sales tax entity dbf file found in pc/MRP's accounting module.

The Sales level field is used to determine if a customer will be invoiced for a sales level 1, 2, 3, 4, or 5 sales level price. pc/MRP configuration module can be set to automatically enter sale prices based on customer sales level code or price quantity breaks.

The Invoice and Rcvrs buttons will allow you to scroll the invoice and receiver records for the address.

The Update bal. button will automatically update the current accounts receivable balance field. An added function in version 6.80 and greater provides an average days to pay greater than 30 calculation that appears on the top right of the address entry when Update Bal is selected.

The Logbook button will allow you to enter a log book for each customer and vendor to record conversations, commitments, etc. The Windows version of pc/MRP uses Window's Notepad program to create the address logbook.

The Label button will allow you to create shipping labels for this address entry. The labels used here are: ADDRLBM.LBX, ADDRLBS.LBX, and ADDRLBS2.LBX



4.1.3 Edit/View an Address

This option will allow you to scroll, edit, delete or undelete an address record. First select Action (View or Edit) and Sort order (Account ID No., Company Name, or Phone Number). Enter the first several characters of the Address ID Code or Company Name. pc/MRP will begin scrolling the database at that point. Use the arrow keys to scroll. When the desired record is located, press enter to view and/or edit the record.

The Logbook, Invoice, Receivers AP and Update buttons function in the same manner as in the "enter address mode" above.

If you have changed the Address ID Code, a pop up screen will ask, "Change Address ID Code through out all modules, purchasing, sales, etc". Answer Y, if you wish to change the address ID code in every module.

Use the Delete button to mark a record for deletion with the Windows version of pc/MRP. pc/MRP will then ask Do you wish to mark this record for deletion? If you answer Y a message will warn you that pc/MRP requires one record in each data base file. NEVER DELETE EVERY RECORD IN A DATABASE FILE. Once the record has been marked for deletion, return to the menu and select REMOVE ALL DELETED RECORDS FROM DISK AND REINDEX.

4.1.4 Print/Display Address Books and Labels (create form Letters)

By selecting Modules, Address Book, and Print the following screen will appear.







This option allows the end user to parse, sort, print, and display Address Book information. The end user must first decide if they want to print or display Our Company's Address Labels or All other Addresses. Under All other Addresses the end user than can begin the process of parsing the data. The following fields are by default included in the query: ADDRESS ID, ADDRESS TYPE, CITY, CONCERN, COUNTRY, CREDIT LIMIT, CURRENT BALANCE, DATE ENTERED, INTEREST, PHONE, PRIORITY, PURPOSE, REGION, SALESMAN, SOURCE, STATE, TAX CODE, TERRITORY, YEARLY QUOTA, and ZIP CODE. These fields can however be selected as criteria to service as a constraint to the query.


By example, lets say we wanted to know every customer who's CITY is Salt Lake City, their CURRENT BALANCE is less than $1000.00, and their INTERESTS are GOLF.

Step One

• The end user would select CITY under the All other Addresses FIELD. Select This CITY, and type Salt Lake City in the grey area under the All other Addresses FIELD. The end user could simply type Salt, and select Partial for a MATCH. But since we are looking for Salt Lake City, not all cities that have Salt in the name, the end user would simply select Exact for the MATCH.


Step Two
• Select CURRENT BALANCE under the All other Addresses FIELD. Select The CURRENT BALANCE is, using the drop down menu select LESS THAN, and finally write $1000.00 in the grey area under the All other Addresses FIELD.


Step Three
• Select Interests under theAll other Addresses FIELD. Select This INTEREST, and write in GOLF in the grey area under the All other Addresses FIELD.
  


An end user can unselect a constraint by going back to the FIELD and selecting ALL.... Furthermore, an end user can choose specific address entries after running the report by checking the Use the individual Address Picker box. After selecting the criteria for your query the end user must decide what they wish to GENERATE. pc/MRP can Generate:an ADDRESS BOOK, MAILING LABELS 4 x 2-7/16 or STOCK LABELS 3-1/2 X 15/16.

Any of the above may be SORTED BY a PRIMARY and or a SECONDARY field. The information can be SORTED BY: ADDRESS ID CODE, ADDRESS TYPE, CITY, CONCERN, COUNTRY,CREDIT LIMIT,CURRENT BALANCE,DATE ENTERED, INTEREST, PHONE, PRIORITY, PURPOSE, REGION, SALESMAND, SOURCE, STATE, TAX CODE, TERRITORY, YEARLY QUOTA, and ZIP CODE




The end user can select where they wish the data to go to by selecting SEND OUTPUT TO and utilizing the drop down menu. pc/MRP can SEND OUTPUT TO: the DISPLAY, PRINT-NARROW, PRINT-WIDE, an ASCII TEXT FILE, XLS FILE, and a DBF FILE


By selecting a DBF FILE the end user can import information onto word processing programs such as Word or Word Perfect for the purpose of creating form letters or catalogs. Specifically in Word an end user can create a form letter by following these steps.

Step One


• Create the desired Address Book by choosing the desired data and send it to a DBF file.
  
  
Step Two
• Open Word and select Tools, Mail Merge. You will be prompted to complete three tasks:
  1. Main Document. This is where you decide what you want to make with the merged data.
  2. Data Source. This is where you select the DBF file created above.
  3. Merge the data with the document. After performing these tasks the merged information is made available through a drop down menu under the tool-bar in Word.
  
  
  
Step Three
• Through the drop down menu, double click the desired fields putting them in their desired locations and enter the desired text. Such fields as Salutation, Contact Name, and Title may be best utilized in these circumstances.



4.1.5 Find by Description (All Addresses)

Searching the address book will printout or display all addresses matching the partial description you enter.

4.1.6 Index

Use this option to re-index the Address Book Data Base File. All of pc/MRP's index files are automatically maintained but occasionally it may be necessary to use this option to update the index file.

4.1.7 Remove Marked Records

Select this option to remove all of the records marked for deletion from the disk. The size of the data base file will be reduced and automatically re-indexed.