SALESEYE TUTORIAL - PRINTING LEAD DATA - PAGE 5-# LESSON 5 - PRINTING PROSPECT PROFILES AND LISTS There will be times when you are away from your computer, but still need to see the valuable information you have stored on your prospects. As you will see in this lesson, SALESEYE was designed to produce detailed printouts and simple lists of the information you have entered almost effortlessly. You will be using SALESEYE's Quick Print and Selective Print capabilities to do this. [ For the following exercises, you will need a printer--plugged in, switched on, paper loaded, ready to go. ] EXERCISE 1 - USING QUICK PRINT AS YOU FOLLOW UP If you are not there already, go to SALESEYE's MAIN MENU... Screen... [ MAIN MENU ] Let's suppose that you are going to be in Connecticut tomorrow. Remembering that Liederkrantz Farms is located in Connecticut, you decide to give Silas Holstein a call to see if you can set up an afternoon appointment. To retrieve the information on Mr. Holstein... Enter... 2 [ for FOLLOW-UP / PURGE ] Screen... ** FOLLOW-UP / PURGE LEADS ** OPTION DESCRIPTION 1 QUICK FOLLOW-UP 2 SELECTIVE FOLLOW-UP 3 RESCHEDULE CONTACT DATES 4 BLIND CHANGE OF ACTIVE STATUS 5 PURGE INACTIVE LEADS 6 PURGE HISTORY ENTRIES ONLY 7 CHANGE DEFAULT FILE B:PROSPECT 8 RETURN TO MAIN MENU Which Option (1-8)? :8: Enter... 1 [ for QUICK FOLLOW-UP ] ** SPECIFY FIRM NAME FRAGMENT TO RETRIEVE LEAD DATA ** FILE NAME = B:PROSPECT FIRM - : : C)ancel H)elp D)one :?: The cursor now rests on the FIRM line. (If you don't remember the rules for specifying firm names, just move the cursor to the horizontal menu line and enter 'H' for Help.) You type... L [ one letter of the firm name is sufficient because only one lead was entered with a firm name starting with H ] Move cursor... to the horizontal menu line Enter... D [ for Done ] Screen... ** DATA SCREEN # 2 - FOLLOW-UP DATA ** FIRM - Liederkrantz Farms FILE = B:PROSPECT NEXT CONTACT - FIRST NAME :Silas : ACTIVE LEAD LAST NAME :Holstein : TITLE :President : FORM LETTER PHRASE :Dear Silas, : PHONE :203-300-0300 : NEXT CONTACT (MM/DD/YY) :02/07/86: LAST CONTACT (MM/DD/YY) :01/05/86: LAST ACTION : : DOLLARS BUDGETED : : LEAD QUALITY :2: NO. OF EMPLOYEES : : -------------- SALES ACTIVITY SUMMARY FOR THIS PERIOD ------------- TOTALS TO DATE - CALLS : 0: HOURS : 0.0: ANTICIPATED - HOURS : 0.0: SALES : 0: SALES : 0: E)dit S)ee codes I)nactivate H)istory 1)st data screen G)o back D)one M)ain menu R)eactivate T)icklers P)rint K)eep looking :?: Before calling, you might want to review all of the information stored for Mr. Holstein by entering the number 1 or 2 to flip back and forth between the Follow-up Data and Initial Contact Data screens. qualifying questions. Use the History option to record the following notes after you speak (fictitiously!) with Mr. Holstein... 01/05/86-Holstein is very close to making a purchase decision. He has already shopped around and will purchase by next week. Long term service is important so stress it during presentation. [ If you don't remember how to use the History option, look back at Lesson 3, Exercise 2 ] After leaving the History option, you should move to the Follow-up Data screen and update the next and last contact dates as follows: Enter... E [ for Edit ] You type... NEXT CONTACT DATE :01/06/86: LAST CONTACT DATE :01/05/86: You should also update the LEAD QUALITY and sales activity summary... You type... LEAD QUALITY :1: [ for HOT Prospect ] TOTALS TO DATE - CALLS : 1: - HOURS : 0.3: ANTICIPATED - HOURS : 9.0: - SALES : 0: - SALES : 10000: [ The anticipated hours and sales figures are based on information gathered during your conversation with Holstein and on your own experience. ] Since Holstein has agreed to a 9:30AM appointment, you might want to note this in you tickler file. Move cursor... to the horizontal menu line Enter... T [ for Tickler ] Screen... ** ADD TICKLERS ** SALESPERSON -SENT BY : : SENT TO : : DATE SENT (MM/DD/YY) :01/05/86: DATE DUE (MM/DD/YY) : / / : TIME DUE (HH:MM) : : AM: MESSAGE- : : C)ancel E)dit D)one M)ain menu K)eep adding ticklers :?: Holstein at his Gurney offices. Then get back to the Follow-up Data screen by entering D for Done. (If you don't remember how to add ticklers, refer back to Lesson 1, Excersise 3.) Screen... [ FOLLOW-UP DATA SCREEN ] Suppose that you would like to review the information you have stored on Mr. Holstein on the train tonight and that your computer is just not portable enough to use in your lap. In these situations, it is best to print a Prospect Profile for Mr. Holstein before you leave the office. SALESEYE's Prospect Profiles are detailed printouts of all of the information you have entered for a suspect, prospect, customer, etc. To have SALESEYE print a quick profile for Mr. Holstein... Enter... P [ for Print ] Screen... ** QUICK PRINT ** OPTION DESCRIPTION 1 LABELS / ENVELOPES 2 LETTERS / DOCUMENTS 3 WORD PROCESSOR 4 PROSPECT PROFILES 5 DONE Which Option (1-5)? :5: Notice that you can print out labels, envelopes and/or documents, as well as Prospect Profiles as you are following up. You could even use SALESEYE's word processor to customize a letter before you print it. (More on this later.) For now, let's print out a profile... Enter... 4 [ for PROSPECT PROFILE ] Screen... Your printer should be loaded with paper and ready to go C)ancel O)ptions P)rint :?: Enter... P [ for Print ] The printer will now type out a Prospect Profile for Silas Holstein that looks like... ************************** * SALES PROSPECT PROFILE * * * * FILE = B:PROSPECT * ************************** ------------------------------------------------------------------------- INITIAL CONTACT DATA- FIRST CONTACT - 01/05/86 ACTIVE LEAD ------------------------------------------------------------------------- FIRM - Liederkrantz Farms ADDRESS- Box 63 Whey Road R.F.D. 3 CITY - Gurney STATE - CT ZIP - 07880 FIRST CONTACT- Silas Holstein TITLE - President DESCRIPTION OF BUSINESS - SALESPERSON - ???????????????? PRIN. COMPETITION - LEAD SOURCE - Not Specified TYPE OF INQUIRER - Not Specified PRODUCT OF INT. #1 - Not Specified PRODUCT OF INT. #2 - Not Specified REMARKS - ------------------------------------------------------------------------- FOLLOW-UP DATA- LAST CONTACT - 01/05/86 NEXT CONTACT - 01/06/86 ------------------------------------------------------------------------- NEXT CONTACT - Silas Holstein TITLE - President PHONE-203-300-0300 LAST ACTION - Not Specified DOLLARS BUDGETED - LEAD QUALITY - HOT Prospect NO. OF EMPLOYEES - ------------------------------------------------------------------------- SALES ACTIVITY SUMMARY FOR CURRENT PERIOD ------------------------------------------------------------------------- TOTALS TO DATE - CALLS - 1 ANTICIPATED FOR REST OF PERIOD- HOURS - 0.3 HOURS - 9.0 SALES - 0 SALES - 10000 ------------------------------------------------------------------------- FOLLOW-UP HISTORY - Liederkrantz Farms FILE - B:PROSPECT ------------------------------------------------------------------------- 01/05/86-Holstein is very close to making a purchase decision. He has already shopped around and will purchase by next week. Long term service is important so stress it during presentation. Screen... [ QUICK PRINT MENU ] Enter... 5 or [ for DONE ] Screen... [ FOLLOW-UP DATA SCREEN ] Enter... M [ for MAIN MENU ] Before you rush off to catch your train, remove the Prospect Profile you just printed from your printer and study it for a minute. Notice that after LEAD QUALITY, the words 'HOT Prospect' has been printed instead of the code (ie 1) that you originally entered. SALESEYE can print Prospect Profiles in plain English instead of codes because you may not remember what a code means when you are away from your computer. You may have also noticed that after SALESPERSON a group of question marks (?) appear. This is because you have not yet told SALESEYE whose initials 'RLW' are! You will learn how to do this later on. If you were really rushing to catch a plane, you would now QUIT TO SYSTEM by entering 8 from the MAIN MENU. But for now, let's keep going... EXERCISE 2 - SELECTIVE PRINT OF PROSPECT LISTS QUICK PRINT is fine if you have a specific person in mind that you want to print something for. However, you will often want to print something for all of your leads, or for selective groups of them. To learn how to do this... Screen... [ MAIN MENU ] Enter... 7 [ for SELECTIVE PRINT ] Screen... ** SELECTIVE PRINT ** OPTION DESCRIPTION 1 LABELS / ENVELOPES 2 LETTERS / DOCUMENTS 3 PROSPECT PROFILES 4 PROSPECT LISTS 5 SALES ACTIVITY SUMMARIES 6 COUNT LEADS 7 RESTART PRINTOUT 8 CHANGE DEFAULT FILE B:PROSPECT 9 RETURN TO MAIN MENU Which Option (1-9)? :9: Screen... ** SELECTION CRITERIA FOR PRINTING PROSPECT LIST ** FILE=B:PROSPECT NEXT CONTACT DATE- FROM : / / : LEAD QUALITY -FROM : : TO : / / : TO : : LAST CONTACT DATE- FROM : / / : DOLLARS BUDGETED -FROM : : TO : / / : TO : : INIT. CONTACT DATE- FROM : / / : NO. OF EMPLOYEES -FROM : : TO : / / : TO : : TOTAL SALES TO DATE- FROM : 0: ZIP CODES -FROM : : TO : 0: TO : : ANTICIPATED SALES - FROM : 0: CITY : : TO : 0: STATE : : PHONE : - : SALESPERSON : : NC's LAST NAME : : LEAD SOURCE : : IC's LAST NAME : : TYPE OF INQUIRER : : P. COMPETITION : : PRODUCT OF INT. #1 : : PRODUCT OF INT. #2 : : SEARCH FOR - ACTIVE LEADS (Y/N)? :Y: LAST ACTION : : -INACTIVE LEADS (Y/N)? :N: C)ancel E)dit H)elp S)ee codes D)one :?: By now, this screen should look very familiar. Suppose you wanted to print a list of every person that you last contacted during the first week in January, 1986... Move cursor... to the LAST CONTACT DATE line You type... LAST CONTACT DATE- FROM :01/01/86: TO :01/07/86: By specifying both the 'FROM' and 'TO' dates on a date search you are telling SALESEYE to find every person that has a last contact date that falls within the specified range of dates (ie last contact dates of 01/01/86....01/07/86). Move cursor... to the horizontal menu line Enter... D [ for Done ] Screen... Your printer should be loaded with paper and ready to go C)ancel O)ptions P)rint :?: Let's look at the print options available when printing Prospect Lists... Screen... ** PROSPECT LIST PRINT OPTIONS ** DATA FILE NAME -B:PROSPECT CHOOSE ONE ITEM TO SORT ON: N.C.'s LAST NAME (Y/N)? :N: LAST CONTACT DATE (Y/N)? :N: NEXT CONTACT DATE (Y/N)? :Y: PAUSE AFTER EACH PAGE (Y/N)? :N: E)dit H)elp D)one :?: This screen allows you to sort your printed lists in any one of three different ways, and to pause between pages to allow for hand-feeding of single sheets into the printer. You can learn more about these different options in the SALESEYE Reference Manual. For now, just make sure that a Y (for Yes) appears after SORT ON NEXT CONTACT DATE. Move cursor... to the horizontal menu line Enter... D [ for Done ] Screen... Your printer should be loaded with paper and ready to go C)ancel O)ptions P)rint :?: Enter... P [ for Print ] Screen... B:PROSPECT is now being sorted on NEXT CONTACT DATE... And soon... Screen... SALESEYE is now searching B:PROSPECT... ********************* * PROSPECT LISTING * * FILE = B:PROSPECT * ********************* FIRM NEXT CONTACT CONTACT DATES Liederkrantz Farms Silas Holstein NEXT - 01/06/86 203-300-0300 LAST - 01/05/86 Casco Carting Co. Albert Abilene NEXT - 02/10/86 201-555-1212 LAST - 01/05/86 Pan Dowdy Laboratories Bettysue Suggins NEXT - 03/12/86 201-333-7777 LAST - 01/05/86 [ Note that the list is sorted by next contact date so that the prospects that you are due to call the soonest are at the top of the list. ] The printing ends and soon... Screen... ** SELECTIVE PRINT ** OPTION DESCRIPTION 1 LABELS / ENVELOPES 2 LETTERS / DOCUMENTS 3 PROSPECT PROFILES 4 PROSPECT LISTS 5 SALES ACTIVITY SUMMARIES 6 COUNT LEADS 7 RESTART PRINTOUT 8 CHANGE DEFAULT FILE B:PROSPECT 9 RETURN TO MAIN MENU Which Option (1-9)? :9: By now, you should be fairly proficient in using SALESEYE. If you want to go off on your own and try something, here is a suggestion: Print labels for ALL leads in PROSPECT. (HINT: do not specify any selection criteria if you want to print for all leads.) This lesson started off by showing you how you can use SALESEYE's QUICK FOLLOW- UP option in a real-life situation. You reviewed how to retrieve information quickly, how to add to the history file, and how to set a tickler right from the Initial Contact and/or Follow-up Data screens. In this lesson, you also learned how to use SALESEYE's various print options. You saw how complete Prospect Profiles and simple Prospect Lists can be printed quickly or selectively. Although you did not do this in these exercises, you saw that you could also print labels, envelopes and documents like form letters in the same manner. The next lesson will show you how to create and print form letters using SALESEYE. This may be a good time to take a break. To do this, just select the QUIT TO SYSTEM option from the MAIN MENU to exit SALESEYE.