Newsletters – January /
February / March 2007
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Newsletter
–
January 2007
Editorial
Welcome to
the New Year - may 2007 be your best to date! It is looking very exciting
for us with a whole group of new products that we are marketing on behalf of
colleagues in our business network. Plus our own software solutions are
blooming with orders flowing in for us.
Our youngest
Labrador is in training to be a guide dog as her temperament was not right to be
a mummy! We are now awaiting a new Labrador who has passed the mothering
tests so that we can continue producing puppies for Guide Dogs.
QuickBooks and
Quick Payroll
The simplicity and reliability
of these two solutions makes running a small business a pleasure. No
hefty annual fees for Quick Books - you renew when the package's offerings
make it attractive. Quick Payroll gives you all the returns you
require for the UIF, Compensation Commissioner and PAYE. SDL is
available if your salary bill warrants this levy.
Quick Payroll is easy to set up and a pleasure
to run.
Maximizer CRM
Maximizer 9.0, the entry level version with a
limit of 10 users, is the only CRM solution of its type that integrates with
PDAs. This is done using the Outlook integration as a channel to the PDA.
The product is fully networkable and can be purchased licence by licence until
the limit is reached. It is then fully upgradeable to the Enterprise
version on a choice of Client/Server platforms - either Pervasive SQL or
Microsoft SQL. We generally recommend that clients move onto the Microsoft
SQL platform, as this makes growing to the eCRM version easy!
If this sounds like a solution that your company
is looking for to take the next leap forward into greater success, please
contact Judith for more details. Tel (011) 802-2685 or
judith@softwareafrica.co.za
Product Name Change: Pastelizer becomes MaxPal
Many of you will remember Pastelizer, our product
that links Maximizer CRM to Pastel Accounting, which keeps your Debtor details
updated in Pastel and brings the latest financial data into Maximizer. The
program has been around for at least ten years (with Partner Systems before we
took it over). Softline Pastel staff helped in its development, and it
also appeared on Pastel's list of add-on programs.
Late last year we heard from Softline Pastel's
copyright attorneys claiming that their client had "recently" become aware of
Pastelizer and that the name contravened their trade mark "Pastel" and unfairly
competed with it. Since Pastelizer can't run without Pastel, how it could
compete with it wasn't clear... Perhaps the attorneys were short of cash for
Christmas.
Anyway, because of the high regard in which we
hold Softline Pastel and our unwillingness to hurt them in any way (even if
imaginary), we have agreed to change our program's name. Henceforth it
will be MaxPal. Renamed downloads will be on our web site shortly.
Amazing New Sales Tools
nFold has sourced an amazing trio of tools for
sales people to take their proposals and presentations to a higher level.
I have looked at the presentations on the website and am going to spend some
time doing the training on them. Thereafter, I will let everyone know
about them in detail. I am particularly excited as they are all
web-based, which means a monthly rental instead of a huge outlay for licences.
Watch this space for more information! - Judith
Problems and Solutions - the Q&A of software
Please send us questions to
answer!
Question: Maximizer returns
an error when synchronising the chosen address book entries with Outlook?
Answer: The Outlook contact
list must not be the global list, but your own specified contact list.
Only then will it synchronise correctly
Question: My modem won't
send and receive faxes anymore. The lights still work. What could be
wrong?
Answer: It was probably hit
by a power surge from lightning over the festive season. Get a new one,
it's only R250. Keep the old one with the working lights as a Christmas
decoration.
Question: My PABX won't
work anymore either. What could be wrong?
Answer: It was probably hit
by a power surge from lightning over the festive season. Get a new one and
claim on your insurance. Put the old one in for recycling of electronic
scrap. The case will make a great post-box, if you don't have one.
To give us more questions -
please
contact
judith@softwareafrica.co.za
Small Business Assistance
We are Business Warriors. Are you? If you're a small business owner or
planning to start a business, this community can help you. It:
Focuses on all the challenges small business owners face
- not just the business issues:
Helps remove the risks from and uncertainty about starting your business.
Suggests ways to finance your growing business without signing your life away.
Gives ways to get your bank to finance you on your terms, not theirs.
Stops your business from owning you, rather than the other way round.
Helps you develop yourself so that you can have fun captaining your ship.
Talks about structuring your business to guarantee your family's financial
security, no matter what happens.
Addresses the biggest challenge facing small business owners:
entrepreneurial loneliness.
Since 96% of small businesses eventually close, they look at how to close your
business intelligently, when, and why.
Visit Business Warriors for more... Membership closes at the end of this month
for the rest of the year! Editor's Note: Membership was suddenly
reopened in April –not our doing! We regret it if you were mislead (see
apology).
Excel Tips
37 – Copy Column Widths
Do
you have one spreadsheet with carefully-set column widths, and you'd like to
easily set other columns (in the same spreadsheet, or another one) to the same
widths? Easy, with Excel!
- Select the columns, the widths of which you want to copy (any cells in
the columns will do)
- Copy (Edit > Copy, Ctrl+C, or use the toolbar button).
- Click in the leftmost of the columns that must get the new widths.
- Edit > Paste Special > Column Widths > OK.
That's all there is to it!
Green Spot: Sandspruit Hiking Trail
How
about a ramble this Sunday or next, along the pretty but much-ignored Sandspruit
after which Sandton is named? We walk the river almost every weekend.
Here are the next walks:
Sunday 21
January: We walk from Kelvin Drive southwards (upstream) via Gary Ave to
Ernest Ullmann Park, thence along the Sandspruit to South Rd, possibly
continuing as far as Katherine St, and returning via the same route.
Sunday 28
January: Walk from Kelvin Drive northwards (downstream) along the
Sandspruit to Eighth Ave Rivonia, possibly continuing as far as Tenth
Ave, and returning via the same route.
Cost: Free
Distance: 4 - 6 km.
Timing: Start about 8:00 unless arranged otherwise. Return between 9:30
and 10:30.
Bring: 1-2
litres of water per person, good walking/running shoes, a hat, sunblock, and
rain gear.
Optionally
bring: Well-behaved dogs on leads, garbage bags to pick up litter, camera,
cell phone.
Booking
is essential: Tel: 011 802-2685 (Rick or Judith), Cell: 082
389-3482/1 (Rick/Judith), or
e-mail us.
and version 9.55
Setting up an automated campaign
The automated campaign in
Maximizer Enterprise can send to either e-mail or fax recipients. We
suggest using an e-mail to fax service for a fax campaign to make it faster than
using a normal fax modem.
In both cases, you begin
with a template. This is set up once you have clicked on Marketing
and then on the
Campaign icon to open up the campaign window. Place your mouse
pointer in the window and click the right button to access the menu.
Choose Add Automated Campaign template.
Now you are presented with a step by step set of windows to guide you through
creating the template. In the first window, Click on Add and give
your template a name. The first time you use this function, you will
create a unique template, thereafter, you can use that same template to be the
basis of new ones. You can also give the template a description, then
click OK.
Then click Next to move to the Campaign Activities windows.
Again, click Add, choose either e-mail
or Fax. The next window will be titled according to the choice you
made. Here I will go through the e-mail activity. Give the activity
a name, description and E-mail subject. You also need to give it a
Start Time and Delay Start (if required). The Landing Page
URL will be the page that links directly onto your website for recipients to
gain more information. Next you need to select the Message Body File.
Click on this button and you are now able to find the existing HTML file that
you may have created in FrontPage™ or actually create the message body in
Maximizer's editor. What is the difference?
The HTML file does not enable you to merge information from your Maximizer
database without programming support. The Maximizer Editor does allow for
merging of information, however font support is limited. We have found
Word HTML documents to be clumsy and larger than FrontPage™'s, but merges can be
done. The choice is yours and depends on the effects that you want.
Creating the document in Maximizer's editor means that you have all of the
usual UDFs available and you can do a really focussed document. We use
this solution for marketing mail shots, whereas this newsletter is done in
FrontPage™.
Once you have created and saved your document, it will appear in the
Message Body Library window from where you went to create it. If the
document already existed, then you will have clicked on
Import and found it on your server. Now click on OK to bring
it into the Activity window. To put in the sender's information,
click on the Email Addresses tab. Here you put in the information
for the sender and the address to reply to, as well as the cc and bcc
recipients. Attachments can be added as well on the last tab. When
you are complete, click on OK.
The activity will now show in the activity window - note that you can have
multiple activities for a campaign if you require. Click Next.
This brings you to the Save
window and gives you the option to create a campaign from the template. For
now, just click on Finish.
The second part of the Automated Campaign is the list of recipients. To
set this up, return to your address book and decide on the User Defined Field
(UDF) that you wish to use for this list. For instance, we use the UDF
newsletter, which is a table with two options, Subscribe and
Unsubscribe to decide who receives the newsletter. Once you have the
UDF set up and have indicated which people (Contacts) qualify, then you
need to do a Search for them. Click on Search | All Fields
and find the UDF, tick it and click the appropriate choice. Click OK
and make sure that
Contacts and Individuals are selected. Click on Catalog and
create a new catalog entry with the campaign name as its title - this means that
you can update the search in future. Click OK twice to begin the
search. Once it is completed, select all the entries, check that they all
have email addresses, select them (EXCLUDING ANY THAT DO NOT) and save them as a
Favourite List with the campaign name as the list name.
Return to the Campaign and select Add Automated Campaign by right
clicking. You now have two choices Fixed Date or Ongoing.
If you have multiple activities in your template, it will be the latter,
otherwise stay with the former. Click Next. Choose the
template that you want to use in the campaign, put in a budget figure and
expected revenue and click Next. Now you are to choose whom to send
the campaign to - select your Favourite list and click Next. Give
the campaign a start date and click Next. You now have the option
to validate your email addresses before clicking on
Finish.
Note - it is important to leave Maximizer open to run the campaign!
Next
month – How does Maximizer assist me in improving my sales performance?
Remember: We can Help you with:―
-
Writing
your custom databases on Microsoft Access, or custom programs in Visual
Basic. If you can’t find that piece of software to do things your
way, ask us!
-
Solving
your Maximizer, Access, Excel, Word, and Lotus 123 problems.
-
Training
your company on Maximizer, Excel, Word, Access and Windows. We do all
levels from beginners to Programming.
-
Software:
We re-sell and support various CRM, timesheet, scheduling and productivity
programs.
All
the Best from the team!
Judith and Rick
Directors, Communication in Action (Pty) Ltd t/a Software Africa
PO Box
987, Gallo Manor, 2052
South Africa.
Tel: (+27 11) (011) 802-2685. Fax: 802-4576. Cell: 082 389-3481/2.
E-mail: info@softwareafrica.co.za
This entire newsletter is
Copyright© 2007 Communication in Action (Pty) Ltd.
Please share it with your friends or post it on your site as long as it
is left intact with all links unchanged and includes this notice.
To Subscribe to the newsletter, Click here and SEND the resulting e-mail.
Your data will not be sold, rented or given away to any third party without your
express permission.
To
unsubscribe, Click here
and SEND the resulting e-mail from the address to which this newsletter was
sent.
Back to top
Newsletter
–
February 2007
Editorial
February
already and business seems to be on track for a really good year. The
current heat in Johannesburg has been tempered by rain to some extent and the
roads are back to normal (or should that be abnormal?). We have a special
to upgrade Maximizer users to Enterprise running with a free MaxMobile for every
5 licences bought. More about this below, as MaxMobile is a really useful
way to travel to sales calls!
Mobility
seems to be the new business theme. Especially mobility with few paper
trails in tow. If business can be run on hand held PDAs, some much the
better. It means your business trip is not sabotaged by a missing laptop
when you reach your destination.
We are
keeping our eyes peeled for really outstanding mobile solutions for customers.
QuickBooks and
Quick Payroll
No specials here at present, however, this is
still the most user friendly solution for SMEs. The audit trail is
good and reliable on the accounting side.
Maximizer CRM
MaxMobile is the connection between PDAs
and the Maximizer range! So what does it do?
It is the product which brings to Windows©
PDAs the same functionality that the Palm Pilots
have had. It installs directly onto your device and synchronises two ways
for the contacts you are working with daily. It gives you their user
defined fields, notes, appointments plus it keeps your schedule for you.
This means that you can update your records
whilst you are out and stay updated through synchronisation with the main
database.
If this sounds like a solution that your company
is looking for to take the next leap forward into greater success, please
contact Judith for more details. Tel (011) 802-2685 or
judith@softwareafrica.co.za
Amazing New Sales Tools
nFold has sourced an amazing trio of tools for
sales people to take their proposals and presentations to a higher level.
I have looked at the presentations on the website and am going to spend some
time doing the training on them. Thereafter, I will let everyone know
about them in detail. I am particularly excited as they are all
web-based, which means a monthly rental instead of a huge outlay for licences.
Watch this space for more information! - Judith
Problems and Solutions - the Q&A of software
Please send us questions to
answer!
Question: Maximizer's views
cannot be accessed. Why?
Answer: This can be caused
by corruption which may come from a number of sources. Power surges
and other interference with your power or network; viruses; even the database
not being closed correctly (although this is less likely). The remedy is
to delete the damaged views and recreate them. Time consuming so make sure
that you have good power protection in place, as well as a good anti-virus.
Question:
Maximizer will not open - what could be causing this?
Answer: I am making the
assumption that you are running Pervasive workgroup here. First point of
call is systray. Is the Pervasive engine running there? (It's a
small computer icon). If not, then restart your PC and see if it then
loads. If it does, you should now be able to load Maximizer.
Second point of call is to ask your IT people if the
engine is running on the server. If not, they will need to restart the
server so that Pervasive loads. Unless they can start it manually through
Start | Programs | Pervasive | Engines | Start Engines.
Failing all this - phone Judith or reload your copy
of Maximizer!
Question: These are
item references that I use in my Excel bill of quantities. The first
numeral refers to a page, the next an item on that page. When I have to
sort, the 10's & 11's always end up before the 2's, because Excel thinks they
are 1's. Is there any way to sort like lotus 1-2-3 where the label gets
recognised numerically? Example: 1-01 10-1 1-02 1-03 1-03a 1-03b 1-05 1-11
11-1 2-05 2-10 3-1
Answer: Start your
single-digit codes with a space or a zero.
To give us more questions -
please
contact
judith@softwareafrica.co.za
Excel Tips
38 – Superscripts
If
you are doing a document like a Bill of Materials that requires square metres or
cubic metres, you can make it look more professional by using the correct
scientific abbreviations: m² and m³. You can either use symbols or
superscripts.
To use symbols (this also works in Word and
FrontPage, and the symbols can be copied into Access):
- Click Insert > Symbol
- On the top left, choose the font you want. On the top right, look
in the "Subset: Basic Latin", between the lower case letters and the
accented ones.
- Click the symbol you want, then the Insert button. Next time it
will appear in the list at the bottom.
To
use superscripts (Word is similar):
- Type your "2" or "3" and select it.
- Click Format > Cells (or press Ctrl+1).
- Tick the "Superscript" checkbox, and click OK.
- This method applies to all superscripts (and subscripts), but will make
your row width a bit higher.
Green Spot: Recycling
Are you worried about global climate change?
Would you like to do your bit? Why not separate your waste for recycling?
NOAH (Nurturing Orphans of Africa for Humanity) will collect your separated
paper/cardboard, times and bottles: You'll be making a contribution to the
planet and to charity at the same time. Call "The Paper Bin" on 011
618-2246 (don't forget the now-obligatory "011" due to ICASA's crazy and
unnecessary bureaucracy !).
and version 9.5
How does Maximizer assist me in
improving my sales performance?
Maximizer is a powerful tool, which can assist you in staying in contact with
your existing customer base as well as monitoring your progress with prospects.
It is also back up for your paper diary, should you loose it. Effective
use of Maximizer should take no more than 30 minutes per day of updating your
notes and appointments. When you are following up on the phone, you are
hands-on with the sales process, using the telephone notes window to take down
your customer's remarks and orders. When a call is completed, you can set
a follow up task with that customer or schedule a meeting.
Maximizer's meeting scheduler can be set to send your customer an e-mail
confirmation of the appointment. Furthermore, it can also send a reminder
closer to the time - preset by you. This means more appointments are
completed with you sitting in front of your customer.
The User Defined Fields (UDF) and Search can come together to identify a
niche for a new product launch. These two facilities can also be used to
identify what products a customer has bought; how often they place new orders;
what interests they have; when their birthday is. Thus you have a wide
range of information about any one customer or prospect.
By mining your Maximizer information, you can identify the type of customer
that you relate to best and areas where you need to take a new approach.
Perhaps if they are particularly worrying, you can go to your manager for
assistance in looking at new ways to operate with them.
Opportunity Manager enables you to follow a structured approach to your sales
cycle. The pipeline report quickly indicates where from and when business
is coming through. This assists you in managing your budgets.
Most of all, if you work Maximizer well, it will work for you in a crisis!
For instance, if you fall sick, others can support you by covering for you with
clients. That's what happened when I broke my leg!
Next
month –
A
re-look at Opportunity Manager!
Remember: We can Help you with:―
-
Writing
your custom databases on Microsoft Access, or custom programs in Visual
Basic. If you can’t find that piece of software to do things your
way, ask us!
-
Solving
your Maximizer, Access, Excel, Word, and Lotus 123 problems.
-
Training
your company on Maximizer, Excel, Word, Access and Windows. We do all
levels from beginners to Programming.
-
Software:
We re-sell and support various CRM, timesheet, scheduling and productivity
programs.
All
the Best from the team!
Judith and Rick
Directors, Communication in Action (Pty) Ltd t/a Software Africa
PO Box
987, Gallo Manor, 2052
South Africa.
Tel: (+27 11) (011) 802-2685. Fax: 802-4576. Cell: 082 389-3481/2.
E-mail: info@softwareafrica.co.za
This entire newsletter is
Copyright© 2007 Communication in Action (Pty) Ltd.
Please share it with your friends or post it on your site as long as it
is left intact with all links unchanged and includes this notice.
To Subscribe to the newsletter, Click here and SEND the resulting e-mail.
Your data will not be sold, rented or given away to any third party without your
express permission.
To
unsubscribe, Click here
and SEND the resulting e-mail from the address to which this newsletter was
sent.
Back to top
Newsletter
–
March 2007
Editorial
We
are half way through this month and the heat is still with us – weather-
and business-wise! With all the new inputs into the economy such
as the Gautrain and the 2010 stadia, we are seeing an increase in demand
for solutions. In order to meet these needs, we have expanded our
sales efforts into reselling various software packages, such as
Microsoft Office and Lotus Smart Suite.
This
has meant bringing in additional staff. Newly rejoined is Funiwe
Mahamba, who is your telesales contact for Maximizer CRM. She will
set up appointments for Judith to come and see you to discuss your need.
Nora Rasenti has joined us on the programming side, so that we can keep
on satisfying our customers.
QuickBooks and Quick Payroll
No specials here at
present, however, this is still the most user friendly solution for
SMEs. The audit trail is good and reliable on the accounting
side. Remember that with QuickBooks there is no annual
licensing fee, and Quick Payroll's annual update fee is amongst the
lowest around. Contact Simphiwe to learn more about this!
Lotus SmartSuite is still around...
...and is a complete office suite for
people on a low budget. For just R2228 inclusive of VAT and local
delivery, you have WordPro, Lotus 1-2-3 spreadsheet, Approach database
and Freelance presentations. Please contact Simphiwe for more
information. Tel. 011 802-2685 or
simphiwe@softwareafrica.co.za
Customer Acknowledgement taken to new
heights!
Do you have special customers whom you
wish to acknowledge in an unique way? How would being able to send
them a personalised card for their birthday, impact on your relationship
with them? Or perhaps a hand delivered present? If this idea
appeals, then RMail may be the fit you are looking for - contact Judith
for more information (011) 802 2685 or judith@softwareafrica.co.za
Problems and Solutions - the Q&A of software
Please send us questions
to answer!
Question: In a
Microsoft Access query I need to round up to a whole number:
I have flooring that comes in square metres and I need to round
fractions up to the next whole number of boxes. How?
Answer: Use the
formula
-Int(-[number]). It works like this: The "Int"
(Integer) function always converts to the next lowest integer.
In the case of negative numbers, that means it goes to a number with a
bigger absolute value. So, for example, Int(-1.1) =
-2. Putting a minus at the beginning changes it back to a positive
number. This also works in Excel.
Question:
When using Word strange things happen as I type. For instance, the
indents change and I cannot get tabs to stay in place and work for my
entire document. PS I'm not a touch typist.
Answer: When you
are not a touch typist and spend your time looking at the keyboard, odd
things do happen! My best is putting 6 in the middle of a word!
However, let's handle the tab problem first.
If you want the same tab settings for the
entire document, then set them at the top of the document before you
start. If you forgot, then select the entire document using
Ctrl-A. On the ruler line, choose the tab you want - right, left,
centre or decimal, by clicking on the symbol to the left of the ruler
line - it looks like an L. When it look like this, it is a left
tab; the other way round it is a right tab; when it is the two together,
this is the Centre tab; the decimal tab is the backward L with a dot
after it. There is also a Bar tab I if you wish to use that.
Once you have selected your tab, drag it
into position on the ruler line. Then continue to set tabs until
you have the ones you want. These will affect the whole document.
To set different tabs inside the document,
go the place were you want them and put them into place as above.
Hint: when you are not a touch
typist, glance up at the screen regularly, so that you can see want Word
is suggesting. Word prompts you for certain completions of dates
and words. You can also make your life easier by using Autocorrect
and Autotext to help you with company names etc.
To give us more
questions - please
contact
judith@softwareafrica.co.za
Excel Tips
39 –
IF()
If you want Excel to check your figures and
point out mistakes for you, try an IF formula. For example, in our
free Bank Reconciliation spreadsheet –which you can get by just visiting
our
web site
and sending us an e-mail– we compare the balance copied from your
internet banking (column E), with the running total in the spreadsheet
(column F). This effectively warns you if you have missed an item
or copied it twice.
The formula is:
=IF(E18=F18,"ok","???")
If the two figures are identical, it
displays "ok", otherwise "???".
How this works: The syntax of the IF function is
IF(comparison, true part, false part). If the comparison is
True, you see true part in the cell (in this case, “ok”),
otherwise you see false part (in this case, three question
marks). Note that strings (e.g. “ok”) have to be inside double
quotes. You could of course instead use a cell reference, a
number, or even another function.
In the spreadsheet we actually use two
nested "IF" functions, like this (blue
part as above):
=IF(E18="","",IF(E18=F18,"ok","???"))
This allows us to copy the formulas down
below the data we have copied from internet banking, without it
displaying question marks. See if you can work out how it works!
Next Month:
Totalling a range of figures that meet a particular condition!
and version 9.5
How
does Maximizer's Opportunity Manager help me predict my sales pipeline?
Maximizer's Opportunity Manager is a powerful tool. Even if you use
it at its most basic level, it can assist you in developing your sales
pipeline. By keeping things simple, you rely on your instinct!
Start by dragging your prospect to the Opportunity icon and dropping
them on it to open a new opportunity. Then fill in all the
relevant details - what are you hoping to sell them; its cost; timeline
to close etc. Knowing what profit your company will make or what
your commission will be, should be your guideline for how much you are
prepared to spend in closing the deal.
Then you can start making phone calls and appointments in this area,
plus follow-up tasks. As you work through towards closing the
customer, use your judgement to update the Opportunity Analysis on the
Basic Information tab. This will then indicate how sure you are of
closing the deal. Weekly, you can run your pipeline report -
Reports | Opportunities | Pipeline. This will give you and your
manager an indication of the orders flowing into your company.
Good closing!
Next month – Marketing Campaign using HTML documents
Remember: We can Help you with:―
-
Writing your custom databases on Microsoft Access, or custom
programs in Visual Basic. If you can’t find that piece of
software to do things your way, ask us!
-
Solving your Maximizer, Access, Excel, Word, and Lotus 123 problems.
-
Training your company on Maximizer, Excel, Word, Access and Windows.
We do all levels from beginners to Programming.
-
Software: We re-sell and support various CRM, timesheet, scheduling
and productivity programs.
All the Best from the team!
Judith and Rick
Directors, Communication in Action (Pty) Ltd t/a Software Africa
PO Box
987, Gallo Manor, 2052
South Africa.
Tel: (+27 11) (011) 802-2685. Fax: 802-4576. Cell: 082
389-3481/2.
E-mail: info@softwareafrica.co.za
This entire newsletter is
Copyright© 2007 Communication in Action (Pty) Ltd.
Please share it with your friends or post it on your site as long
as it is left intact with all links unchanged and includes this notice.
To Subscribe to the newsletter, Click here and SEND the resulting
e-mail. Your data will not be sold, rented or given away to any third
party without your express permission.
To
unsubscribe, Click here
and SEND the resulting e-mail from the address to which this newsletter
was sent.
|
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