Knowledgebase

1. The Sort button is used to arrange your list view by various criteria. E.g. You may wish to view your customers by Last Name, First Name, Email Address, Customer Number.

2. Click here to enter customers, vendors, and service providers, such as your bank and lawyer. Clicking the New Contact button creates a new record which is automatically assigned a 5 digit ID#.

Information Entry Section

1. The Company field is used to enter the name of the business or group with which your customer is associated. (E.g. Jim's Diner, East Public School, Boy Scouts.)

2. You may enter the first, middle inital and last names of one or two contacts . Any change made to the customer information is reflected in all of the FrameReady files that contain that ID#. (E.g. change address, correct spelling, etc.)

3. The Account # field should be filled in when entering a vendor for moulding or matboard, etc. When a numbers or letters are entered into this field, the vendor can be linked to the Price Codes and Products files as a company from which you can order. You cannot link a vendor if this field is blank.

4. The Prefix field contains a pop-up list of prefixes from which to select (e.g. Mr, Mrs, Dr, etc.) If a prefix is selected, only the first initial of their first name will appear on envelopes, letters and address labels. Letters will be addressed to Mrs P Jones but start with Dear Mrs Jones.

Note: Click on the Print Letter side bar button to use the Name Override field to use any alternate wording for letters and envelopes.

5. The Marked box is a way to identify a group of contacts for any number of purposes; mailing, calls, emails, etc.

6. The Phone Number fields will display the number, location and hours of accessibility of the contact’s first four phone numbers. Any number of phone numbers can be stored in the file. Use the scroll bar to view the other numbers.

7. (only available on Multi Site version) The Multi Site field indicates the location where the customer record was created.

8. No of Records shows how many records are in the Contacts file or how many make up a found set.

9. This Delete button will remove this phone number line.

10. The Ranking feature is a powerful marketing tool (Not available on Lite version).

11. The Creation date is automatically assigned and cannot be modified. Records may be searched by this field.

12. A Direct dial feature is available (Windows only).

13. The selection box indicates in which language the customer’s printed documents will appear. If neither box is marked, all documents will print in English. A language selection will not affect in-house documents such as the work order. Documents affected are generally those which have your company logo or name on them. The Gift Certificate file is the exception as it is presented to a third party and may be printed in the language of the recipient.

14. All records in the Contacts file have an ID#. This unique number links customer information throughout the files and is automatically assigned.

Do not change the ID # or the relationship with other files will be lost.

15. The Website field must have www. or http:// as prefix in order for the Go button to open your internet browser.

16. Record your customer’s Email address here. The Send button will access your email program. A dialog box will ask you if you wish to send email to the current record or all records in the group. The Find All button will search through all of your records and find all contacts with an email address. The screen will change to show the first record with an eddress. The number of records in the found set will be displayed in #8 (e.g. 1 of 38). Click on the List View button to see all the contacts found.

17. Any Notes entered in this field will appear on all screens with this customer’s information so be discrete. However, they do not print onto any documents. Use this field for information about this individual customer (e.g. “Color blind - so be extra helpful”).

18. The Attention field can be used for business contacts other than the individual entered in the First and lLst name fields. The name in the attention field will supercede the entry in the first & last name fields. Envelopes, labels and letters will print as Attn. Gary. All other printouts will show the entries in the first/last name fields. Do not use the Prefix field with the Attention field or you will have Attn. Mr Gary, even when there is a last name entered. This field is only accessible in the Contacts file.

19. Headings can be changed in the Main Menu > Set Up Data.

Contacts File Tabs

Each colored tab in the lower half of the form view takes you to a detail screen presenting helpful information concerning this contact or customer. Store additional data such as; birthdays, tax exemption information, referrals, shipping address, preferred artists, and in-store credits. Work orders and invoices can be easily accessed.

Tabs available in Full Version: Keywords, Terms/Shipping, Referrals, Data/Notes, Group/Details, Artists, Invoices, Invoice Details, Receive Payments, Credits, and Work Orders.

Tabs available in Lite Version: Keywords, Terms/Shipping, Referrals, Data/Notes, Group/Details, Artists, and Work Orders only.