Resource Information and Control Corporation

Sales and Marketing

Getting There: Accessing this application is done by double clicking on the Sales and Marketing icon in the ConCentRICs main menu.

Purpose: Sales and Marketing is used to track current and potential clients. This part of the system will allow you to collect preliminary information on people who contact you, or to collect information on individuals and companies that you would like to do business with in the future. Sales and Marketing is a tool that will assist you in working your important leads. This application has an automatic calendar that will track all events that become booked business. There is a trace system to keep track of everything you have done with a client and to remind you of things you want to do for them in the future. There is also a Mail Room component that will allow you to automate everything you send out, including customized letters. There is a complete analysis section that will allow you to set goals and track your progress to the goals. You also have the capability to import or export data from outside sources.

HINT: You can position your mouse pointer over any of the icons below to see a brief text-only description on that application.

Sales & Marketing Modules Overview

There is an additional function available in the Sales and Marketing application called Trace Items. A ttrace item is anything you want to follow up on or be reminded of as it relates to Sales and Marketing. These can appear automatically when you start Sales and Marketing or you can activate them with a tool bar button.

Click on the button on the tool bar and a trace screen will appear.

There are no security restrictions on the Trace Item feature.

Any trace items that may appear will only be for the user who is currently logged into the system.

Sales File Inquiry is used to look up any of your clients in detail, or to add a new client.
Security Level: To view - Read Only. To perform maintenance - Normal.

Double clicking on the Sales File Inquiry icon will bring up the last Sales File that you had opened.

The text explanation on the right side of the dialog box contains a description of each button's function.

Event Inquiry is used to look up any of your client’s events, or to a add a new event.
Security Level: To view - Read Only. To perform maintenance - Normal.

Double clicking on the Event Inquiry icon will bring up the last event that you had opened.

The text explanation on the right side of the dialog box contains a description of each button's function.

The Book is used to view the facility space that has been committed to clients in a graphical form. The specific information that will appear on the book and the arrangement of that information is completely under your control.
Security Level: To view - Read Only. To change an event - Normal.

The Book is an active display. What this means is that as the information is being entered or compiled, it will be displayed on a screen. It is real time and any authorized user will be able to see any changes as they are happening.

Double clicking on the The Book icon will bring up The Book dialog box.

The Book's dialog box is used to set how The Book screen or window will appear and just what information will be displayed.

The following is a break down of the dialog box:

The Start Date field is used to indicate the first date that will appear in the display.

The Events Per Day field is used to indicate how many double booked events you want to see.

The Days to Scroll field is used to set the date range for scrolling.

The Starting Location combo box will show the location currently selected.

When the EIO Mode check box is not checked, then each event in each location will display two fields of information.

The Event Field 1 combo box will indicate what the first field of information will show.

NOTE: If the EIO Mode box is checked, then this field only indicates the color of the event displayed.

The Event Field 2 combo box will indicate what the second field of information will show.

NOTE: This field has no effect when the EIO Mode box is checked.

The Show In/Out days check box, if checked, will include the In/Out days on the display.

The Show Event days check box, if checked, will include the Event days on the display.

The Short Display check box will only be active if Event Field 2 is a wide field. If it is a wide field and the check box is checked, then it will display the wide information in a smaller width.

The Maximize Window check box, if checked, will start The Book with the largest window possible for your display. If unchecked, then it will be displayed in a normal size window.

The Locations on Top check box, if checked, will display the locations on top and they will be the columns.

The E [Event Day] I [In Day] O [Out Day] Mode check box, if checked, will show each box that contains an E or I or O day in the window that represents an event.

The Search on Statistics button is used to display only those events with particular event statistical information. If you do not use this button then all events will be selected regardless of their statistical information.

Click on the button and The Book screen will appear on the screen.

The Calendar is used to view the facility space that has been committed to clients in a monthly calendar form. The specific information that will appear on the calendar is completely under your control.
Security Level: To view - Read Only. To change an event - Normal. NOTE: A user will not be able to assign or change a Booking Status Code with a higher security level than their own.

Double clicking on the The Calendar icon will bring up The Calendar dialog box.

The following is a break down of the dialog box:

The Calendar Month combo box contains all of the calendar months.

The Calendar Year combo box contains all of the years established on the system.

The First Day of Week combo box contains all of the days of the week.

Each event that appears on The Calendar will dispaly two fields of information.

The Event Field 1 combo box will indicate what the first field of information will show.

The Event Field 2 combo box will indicate what the second field of information will show.

The Facility Name combo box will contain all of the facilites being serviced.

The Choose / Selected list boxes shows all locations that are available. The locations that are in the Selected list box will be used in The Calendar's display.

Click on the button and The Calendar screen will appear on the screen.

Calendar Inquiry is used to look at the locations that are booked for any range of dates. You can also select any of the events listed in order to see the event in more detail.
Security Level: To view - Read Only. To change an event - Normal.

Double clicking on the Calendar Inquiry icon will bring up the Calendar Inquiry dialog box.

The following is a break down of the dialog box:

The Start Date field is the first date uo use to start the search.

The End Date field is the last date to use for the seardh.

The Search on Statistics button is used to search for particular location statistical information. If you do not use this button then all locations will be selected regardless of their statistical information.

The Select Locations button is used to select particular locations that will be displayed. If you do not use this button then all booked locations will be displayed.

Click on the button and the Calendar Inquiry report will appear on the screen.

[This scrollable report is shown in two parts because of size constraints.]

Sales Reports is used to generate a predefined sales report. All reports are defined with the Sales Wizard option. The List and Form reports are available in this option, but the label reports will be generated for the Mail Room option.
Security Level: To view - Read Only. To perform maintenance - Normal.

Double clicking on the Sales Reports icon will bring up the Sales Reports dialog box.

The following is a break down of the dialog box:

The list box will show each of the reports pre-defined for Sales Leads.

The Change Title button is used to change the default title for the report.

The Item Selection button is used to review, change, pick or create a default selection.

The Sort Selection button is used to review, change, pick or create a default sort selection.

The Rebuild the Report after Maintenance check box, if checked will regenerate a report every time the maintenance activity is performed. If not checked, then the records will be updated in place.

The Item per Page check box will only be active for Form Reports. If checked, then a new page wil be started each time a new item is on the report. If not checked, then the sales lead will start immediately after the last lead on the report.

The Report Description button is used to display a description of the report.

Click on the button and the report selected will appear on the screen.

[This scrollable report is shown in two parts because of size constraints.]

Event Reports is used to generate a predefined report of event information. All reports are defined with the Event Wizard option.
Security Level: To view - Read Only. To perform maintenance - Normal.

Double clicking on the Event Reports icon will bring up the Event Reports dialog box.

The following is a break down of the dialog box:

The list box will show each of the reports pre-defined for Events.

The Change Title button is used to change the default title for the report.

The Item Selection button is used to review, change, pick or create a default selection.

The Sort Selection button is used to review, change, pick or create a default sort selection.

The Rebuild the Report after Maintenance check box, if checked will regenerate a report every time the maintenance activity is performed. If not checked, then the records will be updated in place.

The Include Events from Scheduling Administration check box will only be active if a link to Scheduling Administration has been established. If checked, then events in Scheduling Administration that are linked to Sales and Marketing will appear on the report.

The Report Description button is used to display a description of the report.

Click on the button and the report selected will appear on the screen.

[This scrollable report is shown in two parts because of size constraints.]

Mail Room is used to coordinate the various requests for information to be sent out. This option can also be used to send information to specific sales leads on preset dates, to perform a subscription service, or to generate labels for sales or event information.
Security Level: To view - Read Only. To perform any of the mail processes - Normal.

Double clicking on the Mail Room icon will bring up the Mail Room dialog box.

The following is a break down of the dialog box:

The Process Outstanding Service Requests option is used to generate the mailings that are due for specific Sales Leads.

The Perform a Subscription Service option is used to generate a mailing for a selected subscription.

The Produce predefined Sales Labels option is used to generate predefined Sales Labels.

The Produce predefined Event Labels option is used to generate predefined Event Labels.

The Automatic Letter Generation option is used to pre-define a letter or some other interface to a third party package.

The Service Item Restocking Report option is used to display a report showing inventory items that need to be reordered.

Click on the button and option chosen will appear on the screen.

Sales Analysis is used to produce canned reports of Sales and Marketing information. This option contains mostly analysis reports that pulls all the Sales or Event information together in a summary form. These reports can then be used to measure the progress of the Sales Department.
Security Level: To view - Read Only. To perform maintenance - Normal

Double clicking on the Sales Analysis icon will bring up the Sales Analysis dialog box.

NOTE: This dialog box will appear differently for each of the different reports available.

The following is a break down of the dialog box if the Event Calendar option was chosen:

You must enter a Start Date and End Date for all reports.

The Report Name field is the default name of the selected report.

The Trace Report option is used to show all Check List and Follow up items by a Sales Person for the specified date period.

The Hotels Leads option is used to show all hotels the events are planned to be housed at their hotel for the specified date period.

The Calendar Search option is used to automatically search The Book for open space.

The Event Calendar option is used to provide an event list for the specified date range.

The Sales Activity option is used to show all audited activity by a sales person during the specified time period.

The Lead Conversions option is used to show all Sales Leads that have become real business during the specified date range.

The Sales Goals Analysis option is used to show the actual figures by a Sales Person for a specified time period versus the goals that have been set for the Sales Person for the same period.

The Statistical Analysis option is used to show the summary totals for statistical information on events for a specified date range.

The Rebuild the Report after Maintenance check box, if checked, will regenerate the entire report after each maintenance activity. If not checked, then only the current line is updated after maintenance.

Click on the button and option chosen will appear on the screen.

Data Import and Export is used to transfer information from another system into the Sales and Marketing database or vice versa. This option would be used to pass Sales and Marketing data to the Scheduling Administration module. It does not matter what the system is you are transferring data to or from, as long as it can send and receive ASCII file transfers. This allows you to define the file that will be used to pass information and allows ConCentRICs to conform to whichever interface is necessary.
Security Level: To view - Read Only. To edit or create file definitions - Advanced.

Double clicking on the Data Import and Export icon will bring up the Data Import and Export dialog box.

The following is a break down of the dialog box:

The External File Process list box will show all of the file definitions that are currently defined.

The Edit External File button is used to change an existing definition.

The New External File button is used to add a new definition.

The Input Process / Output Process options indicate if the current file definition is being used for Import (input) or Export (output). The same file could be used for either.

The File Pathname field is only active for an Input Process. This is the name of the file to be processed.

The Start with record field indicates where to start in the file.

The Start Date / End Date fields indicate the dates changes were made to files.

The Sort Selection button is used to review, change, pick or create a default sort selection.

The Item Selection button is used to review, change, pick or create a default record selection for this output file.

The Location Selection button is used to select the locations that apply to this file transfer.

The List Specs button is used to save the current file definition and display a new screen.

The Cross References button is used to automatically convert field values coming in from an external source into a value that ConCentRICs needs.

Sales Wizard is used to predefine the reports that will be used for the Sales Leads.
Security Level: To view - Read Only. To add or make changes - Normal. To delete a report - System.

Double clicking on the Sales Wizard icon will bring up the Sales Wizard list.

This is a list of every pre-defined report created with Sales Wizard.

Double clicking on a report name will bring up the Sales Wizard List Report maintenance dialog box.

Everything required to maintain a report is contained in this dialog box.

The following is a break down of the dialog box:

The Report Name field is the title description for the report.

The Control Number, (a number found between the Report Name field and the Report Description button), is the internal system control number for this report.

The Report Description button is used to enter a text description for the report columns.

The Sort Selection button is used to set the default sort selection for this report.

The Item Selection button is used to set the record selection to use for this report.

The Report Columns: list box will show all of the columns currently defined for the report.

The Add button is used to move the contents of the Column Detail over to the Report Columns: list box.

The Delete button is used to remove the current active column from the Report Columns list box.

The Move Up button is used to take the current active column and make it switch places with the line above it.

The Move Down button is used to take the current active column and make it switch places with the line below it.

The Column Name: combo box contains a list of all the possible Sales fields.

The Column Label: field is the label that will appear on the column.

The Column Size: fields are in two parts. The first part controls all fields and is the total size of the column. The second field is the number of decimal places for amount fields or the output size for text fields.

The Column Alignment section contains options to indicate where a field will appear within it's column, either on the Left side, Centered, or on the Right side.

The Total this column check box will only be active for numeric and amount fields. If checked, then the total of all values in this field will be totaled and the total will appear at the bottom of the report under the column.

The Show as Money/Show with Commas check box will show Show as Money when an amount field is selected. It will show as Show with Commas if a numeric field is selected.

The Name Field: combo box will only be active for a Name and Address field and will list the possible name and address fields that can be used for the field.

The List Specs button is used to save the dialog box and will display a screen with all of the report specifications.

The Run Report button is used to save the dialog box and will generate a report based on this definition.

The Total Formula button (not shown), will only appear if you choose one of the nine Total Column selections in the Column Name combo box and is used to set the calculation to be used for that field.

If you wanted to add a report, click on the blue button and that will bring up the Sales Wizard report dialog box.

Each option in this dialog box represents each of the different possible types of reports.

The Copy Report option is used for creating a new report from an existing one.

Event Wizard is used to predefine the reports that will be used in the Sales and Marketing application for event information. All events are tied to a Sales Lead and all Sales Lead information can be used on an Event Report.
Security Level: To view - Read Only. To add or make changes - Normal. To delete a report - System.

Double clicking on the Event Wizard icon will bring up the Event Wizard list.

This is a list of every pre-defined report created with Event Wizard.

Double clicking on a report name will bring up the Event Wizard List Report maintenance dialog box.

Everything required to maintain a report is contained in this dialog box.