The default password for SM4, before anything is setup, is password.
The file SM4INSTALL.EXE (or similar) will be the file to install to your file server.
The file SM4CLIENT.EXE (or similar) will be installed on each work station.
If you are using the SM4 email function you will also need to install "Click Yes", which is included in the installation package.
If there are any errors during the installation, please call us at 516 596 9610.
To access the System Configuration information click on Administration, then System Configuration.
You will see a window with multiple tabs.
You must click Edit to be able to change or data.
Login Screen
The initial password is "password"
Configuration Menu
On the screen above, just enter your company information.
Whatever data you enter here will show up, in the data entry/edit sections of SM4 & the Reports, as the extra, user defined fields for each person.
Although the title of the screen is Phone Number Labels -- you may really use any labels that you feel would be helpful in tracking additional information about each person in your system.
You may want to view the People Screen to see what that looks like, to help you configure this.
Advertising & Production Labels
Once again, these are Fields to Check on Save to see what data is being tracked. You do not want to be duplicating anything we are already tracking like Position or Color.
Year 2000 Setup is no longer used, unless you are back filling adds from before 2000. Call us if you need to do this.
Local Area Code and Phone information is no longer used. It is now linked to each individual user.
Validate the following info: These fields, if checked, will require the user to enter data from a look up list. For example you may want to require specific Mail Codes for different people (A = all mail, N = no mail, P = accounts Payable, I = important mail, etc.) See more about this under Validation Codes, below.
Activate MS Outlook - for appointments and tasks. If not checked, the system will present an option for a calendar. If checked the option will allow you to Schedule an Appointment or Task. Use Paste or Ctrl/V to paste the Company information from SM4 into the Outlook information screen.
Activate Alarm - SM4 has an alarm system that allows you to create messages for yourself and others. It only works when SM4 is open, however. If you use Outlook or some other system for quick notes or alarms - do not check this box.
Activate User Definitions - To turn on the User Defined tab. See details below.
Double Prompt To Delete Data - If checked, when you delete any data, you will be prompted twice to approve the deletion.
Use Formal Address Format - When you create a new person record, the system prompts you to address this person formally (i.e. Mr. Smith) or familiar (i.e. John). This is for sending out persona or personalized letters, emails and faxes. You may change it for each record.
Enable Mail Update Notifications - If you want to be able to send email from within SM4 and track those emails inside SM4 check this box. Otherwise, when you click to send email, you email program will open. Email tracked in SM4 requires a mapi compliant email package and MS Word or Corel WordPerfect.
If you do NOT check this, sending email will open your email program directly (as long as it supports mapi).
Update Memo with Next Action - All the sales history in SM4 is stored in a memo field. The Next Action field is your reminder to yourself about - Why am I contacting this company? While important as a reminder, it is up to you to decide if you need to save a history of what all your reminders were. If unsure we recommend UNCHECKING this option for now.
Auto Update Last Call With Current Date - If checked, when you Edit data on the Company Screen the Last Call date will default to today's date.
Update memo with Call Type (Version 9 and higher) - If checked, SM4 will enter the Call Type in the Memo Field, after the date and time. With this option selected, when the user Edits, the cursor will jump to the Call Type field first, not the memo. This is to enable the user to select which Call Type to use in the Memo itself.
- When activated you must also enter Call Types into the Validation List
Whenever advertising or production data is created or changed, if the fields below are checked, but the data is not filled in on the data entry screen, SM4 will let you know that you missed some fields.
This list list now includes the option to save fields from the company screen.
You may save anyway.
Default Agency Discount - May be over written on a client by client or ad by ad basis.
Default Sales Commission - If you pay commissions on a flat percentage rate. This may be changed for each sales person. You may mask the percentage on the screen, if you want to. This is explained in Password Setup.
On the left you may determine which charge types are included in the agency discount.
Activate - Rate Grid, Issue Calendar, Validate Position - See each section, below for details on specific features and behaviors. You can set these up and turn them on and off without losing your setup.
On New Adds (typo - should be Ads) Prompt for Ad Type - Do you want the system to prompt for New Ad or Renewal? If so, check the box.
Include Page # on Advertising Description - If you set Production field # 6 as Page # AND check this box, the description line for each advertisement will include the page number.
Include Pg# on Adv. description B- If you check this, Userdefined Production Field 6 should be labelled Page #.
Customize Issue Date for Ad Comment Line - Works in conjunction with Activate Issue Calendar.
Advertising/Invoice formats - See samples below.
Next Transaction #, Quickbooks - Put in a starting Invoice Number for export to Quickbooks. This is optional, as Quickbooks will generate its own invoice number if you leave this blank.
Track It By - let's you track YTD and Total Sales for one Publication or All Publications, by Company. Recalculate at beginning of year to reset YTD or anytime to just or recalc.
Default Sort Order for Advertising - How to sort client ads from Find/Add on Advertising Screen
Default Issue Date to Last Date Entered - The default issue date for SM4 is normal today's date. If you check this box, the first ad you put into SM4 will still be today's date as the issue date. However, if you change it, the new date will become the default issue date. If you change it again, so will the default issue date change. This will start all over when you exit SM4.
Activate Internal AR - If you are NOT linking to an outside accounting system, you may use ours.
Invoice (also Statements) Formats View Format 1 or Format 2
If you activate them under Default Options you can define them here. Note the example below has reserved the labels you MUST have if you plan to do any third party billing (i.e. not billing the client and not billing the agency).
To use this part of the system you MUST have Microsoft Outlook and Microsoft Word (if you use spell checking).
If you checked Update Mail Notifications, above, you may set this up for SM4. This will allow you to send emails from within SM4 (normally SM4 would just load your email program and pass the email address over), and have SM4 automatically update the memo field with the following information: email sent to, email sent from, email sent date, email subject.
This activates the same for letters sent from SM4.
When sending email or letters you may also send an email that notifies other people in your organization that an email or letter was sent to this person/company.
The font and color information may be changed, but will always revert to the default.
This is explained more on the email entry screen in the Data Entry section.
Detail Pricing Setup Version 7.3 and later
You may define the labels (navy on yellow type) for Color/Bleed, Position and Other.
Allow Override of Net Rate permits the user to change the Net Rate and have SM4 recalculate:
Gross Rate $3,000.00
Position Charge $200.00
Agency Discount 15% (-$480)
Net Rate [$2720]
Change Net Rate to $2500 and SM4 changes the above to:
Gross Rate $3,000.00
Position Charge $200.00
Agency Discount (15%)
Other $-220.00
Net Rate [$2500]
Other is a single price unless you check Activate Add Charges. You will then be allowed to enter up to 15 additional charges. See the text on the screen above for how this works.