Address Book Module

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4.1.1 Address Book Overview

The Address Book Module 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.

4.1.3 Company Tab Screen

pc/MRP will then display first page of the address book data entry screen as shown below.

ADDRESS DATA ENTRY SCREEN 1

The top row of fields, Addr ID, Company Name, Addr Type, Status and Balance, appear above the tabbed pages.

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. 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.

The Address Type and Status are user definable fields. The contents of these fields can be modified through option 52 in pc/MRP's settings and utilities module. The Address Type may contain CUS for customer, EMP for employee, VEN for vendor, PRO for prospect, etc.. The Status field contains the status of the account. 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 Balance field contains the current balance for the customer.

The Company page of the address book data entry screen allows you to enter the: Company Name, Street Address, City, Zip Code, Country, Phone Number, FAX Number, Contact, Title, Salutation, Email Address, Credit Card Number and Expiration Date, Serial Number, Start Date and unlimited comment information.

The Logbook button at the bottom of the page will allow you to enter a log book for each customer and vendor to record conversations, commitments, etc. pc/MRP uses Window's Notepad program to create the address logbook. Pressing the F5 key will automatically enter the date and time into your notepad text.

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

 

 

 

4.1.4 Sales Contact Info Tab Screen

Selecting the Sales Contact Tab will display second page of the address book data entry screen as shown below.

ADDRESS DATA ENTRY SCREEN 2

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

The Salesman Email address field contains the salesman's email address.

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 Discount field contains the trade discount for customers or vendors. 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 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 Resale Number field can be used to store the customer's resale number.

The Credit Limit field allows credit limits to be established for each customer. Option 53 in the settings and utilities menu, enables or disables a warning message from popping up if a sales order exceeds the customer's credit limit. In addition option 53 will also allow you to establish an over ride password.

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 Tax ID # field stores the tax id number for each account. The Tax Code Entity field contains the tax code entity number for each customer in pc/MRP's address book data base file. Pc/MRP's accounting module allows users to enter and maintain a tax id data base file containing state and county tax rates for user defined tax code entities such as CA01, CA02, OR01, etc. When an entity's tax rate changes, the user would change the tax code entity's tax rate and then press "Update" to update the tax rate on all addresses who had that tax entity code.

Check the IRS Form 1099 check box field if you feel you may need to print out a 1099 form for this customer in the future. At the end of the year you can print out the 1099 forms and the 1099MISC by selecting Modules, Accounting and IRS Tax forms. See the Accounting Overview chapter for further details.

The Tax % field contains the sales tax percent for each customer. Whenever a person enters a sales order and selects taxable, that customer's tax rate from the address book will automatically be inserted into the sales order.

The Referred By field can be used to store the name of the person or entity that referred this customer to you.

The Source, Purpose, Priority, Interest, and Concern fields 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. 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.

4.1.5 Billing and Shipping Tab Screen

Selecting the Billing and Shipping Tab will display the address book data entry screen as shown below.

ADDRESS DATA ENTRY SCREEN 3

Whenever a sales order is created for a customer, pc/MRP will automatically insert the Billing Address and Shipping Address from this page. If the billing address is blank, pc/MRP will automatically insert a similar address id ending in B into the billing address. For example, if you had a customer address id equal to HEW001 and an address existed in the address book with an address id of HEW001B, pc/MRP would automatically insert the HEW001B address into the bill to address (for backwards compatibility). The same would be true for the shipping address, if a matching address id ending in S existed. If you leave the billing and shipping addresses blank and there are no matching address ids ending in S or B, pc/MRP will automatically use the company's main address as the bill to and ship to address.

 

 

 

4.1.6 Invoices Tab Screen

Selecting the Invoice Tab will display all of the invoices for this company as shown below. The rows are also color coded. Rows in black are complete. Rows in blue are open and < 60 days. Rows in red are open and > 60 days.

ADDRESS DATA ENTRY SCREEN 4

 

4.1.7 Receivers Tab Screen

Selecting the Receivers Tab will display all of your receivers for this company as shown below. The rows are also color coded. Rows in black are complete. Rows in blue are open and < 60 days. Rows in red are open and > 60 days.

 

ADDRESS DATA ENTRY SCREEN 5

 4.1.8 Edit/View an Address

Selecting Edit will bring up the address scroll and query screen shown below.

This option allows users to scroll, edit, delete, undelete or run queries against Address Book information.

Selecting an Indexed Search allows users to search on indexed fields. This allows pc/MRP to find the information much faster. To perform an Indexed Search select the:

         Indexed Search tab

         Desired Sort Order, Account ID Number, Customer Name, Serial Number, or telephone number

         Enter the applicable data in the Begin Scrolling At: field

         Select the desired Action, View or Edit

         Press Search

pc/MRP will automatically scroll to the desired record or the nearest match. Select the correct record by scrolling and press Ok to proceed to the edit screen for that record.

Selecting to run a Queried Search allows users to build, run, save, and load queries for the Address Book table. For further details see chapter 15.14.

Almost every field in the Address Book is editable. However users must understand several key concepts:

         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 Yes, if you wish to change the address ID code in every module. (It is recommended that you answer Yes.)

         Use the Delete button to mark a record for deletion. Use the Undelete button to unmark the record for deletion.

         Information contained under the Invoice and Receiver tabs is not editable. Users must go to those specific modules to edit Invoices or Receivers.

4.1.9 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 then 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

Step Two

Step Three

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

Step Two

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

 

4.1.10 Find by Description (All Addresses)

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

4.1.11 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.

4.1.12 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.

4.1.13 Address Book Technical Information

         Databases

o        Addrbook.dbf and addrbook.dbt

         Indexes

o        Byidno.idx = upper(id)

o        Byphone.idx = upper(phone)

o        Byupname.idx = upper(name + pname)

o        Addrbyssn.idx = upper(serial)

         Programs:

o        Mrpmenu.mnx

         Address.prg

         Enteradd.prg

         Creates memory variables using scatter memvar memo blank

         Generates an address id with genaddid()

         Creates invoice cursor csrinv

         Creates receiver cursor csrrec

         Do form AddrScr.scx

         If cancel button was clicked (mdebut = 2), return

         Append a blank record

         Lock the record

         Gather the memory variables and save the record

         Unlock the record

         Let the user know if the account id was changed

         Editadd.prg

         Do scroll2.prg to find record

         Seeks address record selected

         Creates memory variables from record

         Creates invoice and receiver cursors

         Do form Addrscr.scx

         If cancel button clicked or mpurpose is not E (edit), return

         If original record edited by another, return or loop

         Gather changes and save record

         If record marked for deletion, delete it

         If audit trail activated save edits to audit trail dbf

         If id changed, change name of log book file

         Praddlog.prg

         Standard Address Reports

         Address.frx

         Valid Custom Address Report Names

         Cusadd*.frx

         Cusadr*.frx

         Custadr*.frx

         Dispadd.prg

         Forms:

o        AddrScr.scx Form

         Data Environment:

         None, Control Sources use memory variables

         Load Event

         Unscrambles credit card memory variables using scramble.prg

         Init Event

         If option 67 set to matrix (ctmrpc.flg), makes Sale Level Button visable

         Calls ThisForm.UpdateBalance() method

         CmdOK Button

         Click Event

         calls ThisForm.checkId() method

         Scambles the credit card memory variables using scramble.prg

         ThisForm.Release()

         Cancel Button

         Click Event

         Sets Debut = 2

         ThisForm.Release()

         Sales Level Button (only displayed if option 67 set to matrix)

         Click Event

         DO FORM AddrScrCategory.scx

         CheckID() Method

         If you are in edit mode and id has changed, asks, "Are you sure?"

         If ID not unique, returns without saving record

         UpdateBalance() Method

         Updates bal due amt and the ave days to pay

         If any invoice's paydate > todays date, displays ave days to pay in red

o        AddrScrCategory.scx Form

         Data Environment:

         None, Control Source memory variable m.pricekeys

         Init Event

         Stores m.pricekeys or space(36) to This.pricekey