This permits you to export all ads between an older date range to an external file. You will be able to view these ads from the clients Advertising screen, but the records will no longer be part of any reports.
This will allow you backup or restore seven copies of SM4 (one for each day of the week).
When doing either proceedure it is imperative that you follow the steps below:
1. Make sure NO ONE ELSE is in SM4 Software.
2. Quit the program yourself.
3. Start the program.
4. Go directly to Utilities, Backup and Restore. Do not open any other screens.
5. Do the backup.
6. Quit the program.
7. Start SM4 and use normally.
Export/Import for use with remote sales people using stand alone pcs or laptops. This module is no longer available.
These options are for the support of remote sales people, whose data you want to update against a master data set. However, please remember, there is no way to really actively use the master data set and the remote data set, simultaneously . . . unless you are on a network.
Summary of work flow:
ABC Publishing is the headquarters. ABC has several remote sales people. One of them is Deborah Jackson.
ABC puts 3,000 customers into their system....but NONE of Debbie’s clients and prospects.
Debbie EXPORTS all her records and sends them to ABC via email or disk.
ABC import ALL the records, thus updating their master database.
Each record in SM4 has a create-id which is generated the first time a record is exported. It creates a unique identifier for this record, even if you have 20 sales people.
On future imports any imported record that has a create-id that is NOT in the master database, will be automatically imported, without any prompting.
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It is important, however, that each sales person use a unique suffix at the end of the company id.
If Debbie Jackson has a company XYZ Company and
If Peter Barret has a company XYZ Company
The import export would still work because of the create id (which is hidden), but the system itself would ‘bark’ at two ids (on screen) that read XYZCOM.
So, If the company ABC is a code 00, and Debbie is a Code 01 or DJ (her initials) and Peter is a code 02 or PB then you may have three XYZ Companies, but the system would see them as
XYZCOM00, XYZCOM01, XYZCOM02.
If Debbie then had ANOTHER XYZCOM, she may make that XYYCOM101, as long as the sales code or headquarters prefix is attached to each id.
====================================================.
Now, ABC headquarters has received the data for XYZCOM01, which includes advertising for the next issue. Let’s suppose production changes the ad record to fill in various fields it needs to use. Let’s also suppose that Debbie does some work on this record.
The next time this record is exported (by either party) and imported...the IMPORT will show the fields that are different between the two record. You will allowed to keep YOUR record, or accept the changes. The system will NOT attempt to reconcile the two versions of the file.
The key is...you need to set up a absolute and clear set of rules of how Export and Import will work within YOUR company...and how you will deal with the potential problem of changing the same record remotely and locally.
Using the Export/Import For Remote Sales People:
The first step is generally an export. If the export is for the entire database, the 1st export should be for all records (not yet exported).
Subsequent exports can be for any combination of the filters listed. If you check multiple boxes you will a filter for A OR B OR C.
The system generates 4 files:
RMSLEADS - companies
RMNAMES - people
RMADV - advertising
RMLIC - license. You must have a different license at each local and remote
for this to work. (i.e. you cannot import your own export)
As a rule of thumb the remote sales person exports and the headquarters imports.
You will always export a company record for any change to a name or advertising record.
So, if you change 1 company, 1 ad and 1 name...the export would show
3 companies
1 name
1 ad
exported.
The Positions Assigned Report is a must if you are importing from remote sales people, as the import section does not validate whether a position is available or not.
Export to Palm/Treo/Outlook etc.
This creates an export file (much like the one in Reports, Labels, Export to) of basic information like Name, Title, Company, Address, Phone and Email for you to import to your remote device. You may use Reports, Labels or Custom Report Writer to create an export with different data.
You may filter on Codes, Mail Code and/or Sales Code.
Global Recall of Records Reactivates ALL deleted records, that have not been packed.
Global Delete of Records Allows you to delete a filtered group of records via Next Call Date less than or equal to.
Global Replace allows you to change the contents of any field in any table, based on your criteria...ie. Change all sales code to “GRA” for sales code = “SKA” and State =”NY”
For Global Replace, you must EXIT SM4, Reload and Go Directly to Global Replace
Merge/Purge Duplicate Checking
The possible duplicates will list with Company Information at the top and Names at the bottom.
The data in blue is current SM4/CM4 data. The data in black is import data.
1. To keep everything, just click on the X at the top right of the screen.
2. To skip the current import record, remove the check box at the left of the data line.
3. To merge data put the letter M in the Mgr F (merge from) and another M in the Mgr T (merge to).
The data in Mrg T will be overwritten with the data in Mrg F...including empty fields.
4. To add a new name only, to existing data...uncheck the company (black type) and recheck the names. Please note, if the company names are not identical, the new name will NOT be added.
Federal Graft, Inc. does NOT equal Federal Graft, Inc as the second has no period after Inc
I.B.M. does NOT equal International Business Machines
Duplicate Checking Rules:
For Companies....
a) Sounds like on company name (soundex). Companies with similar sounding names will be flagged
b) Address1 will be compared to address1 and address2. Address2 will be compared to Address1 and Address2.
For Names....
a) Soundex full name + actual last name
On Dup Check ALL information together, the names and companies are NOT associated with each other.
Recover Files and Indexes - This menu option opens the following screen
The default option is to Recover Index files and validate the database container. This is the first thing you would try if you cannot find data that you know is in the system and you know you are looking for properly.
After selecting Pack/Reindex/Validate, you will be prompted to Recover All Files. This is safe. What is being recovered is INDEX files, not data files. If you get any errors, exit SM4, come back in and try again.
ReCreate Files will actually rebuild your database tables. While this option does make two backups of your live data, it is recommended that you make your own backup as well. You would only use this option if your data became hopelessly corrupted/damaged and you had no recent backups of your own.
In SM4
Step 1 Setup SM4
Click on: Administration, Configure System, Edit, Enter the VAM directory
(i.e. F:\APPS\VAM)
The actual links are under the Utility Menu.
Step 2 Export Data
When you create an export, the system will name it the invoice date you select as mmddyy.txt. So, an invoice dated January 12, 2000 would be called 011200.txt.
The file will be in the actual data (company folder). If the export was to company 1 and company 1 was in the folder sis1, the export file would be: \vam\data\sis1\011200.txt
These files do NOT automatically erase. You may delete them at your leisure.
Company export to VAM ...
At the moment ad agencies must be exported specifically and individually, not by range of advertising.
ADVERTISING SCREEN ***** IMPORTANT ******
If the bill to is to the Agency...the system will tag the Company Name to the Comment field
on the Advertising Screen. This will be the agency reference, should the bill go to them.
The Following Fields MUST have Data for your transfer to work properly:
Issue Date:
Total Ads:
Rate Base: (You may use a generic Rate Base such as “Adv.”
Comment (description line of Ad)
The system will also transfer:
I/O #:
Sales Code:
Discount:
In VAM
Step 1 Setup VAM
Accounts Receivable, Housekeeping, AR Setup, General 1
Make sure [x] System Generated Invoice Number
and [x] Allow user to exceed credit limit are checked.
VAM LAN
Accounts Receivable, Transactions, Import Invoices from Text File:
You will need to set up the AR INVOICE FILE with the following
fields in the following order:
cCustNo, cSONo, dInvoice, cOrderBy, cSlpnNo
Setup the AR INVOICE LINE ITEM FILE:
cCustNo, cItemNo, cDescript, nDiscRate, nShipQty, nFPrice
VAM SQL
Accounts Receivable, Transactions, Import Invoices from Text File:
You will need to set up the AR INVOICE FILE with the following
fields in the following order:
cCustNo, dInvoice, cOrderBy, cSlpnNo, cPono, cScompany, cSaddr1, cScity, cSstate, cSzip, cSphone, cScontact, cSaracc (specific AR number from Rate Grid...or system will use default)
Setup the AR INVOICE LINE ITEM FILE:
cCustNo, cItemNo, cDescript, nDiscRate, nShipQty, nFPrice, cCommiss
Import text file
Click on the three dots ...
You are in the VAM directory
Click on DATA
Click on the correct company
Click on the file (look for the mmddyy.txt date that you want)
VAM Setup MAINTENANCE
All the sales codes in SM4 must be replicated in VAM
If you want to use specific sales/revenue codes for things sold, create these items in VAM
If the export from SM4 is not good, bad entries will show as ******* on the invalid list.
If the import into VAM is not good, check the following:
... does the customer have a valid sales code and pay code
The Query Manager is its own manual...available at www.abelson.com ...or on the cd if you bought the full version.
ANY setups that Peachtree needs or wants for default customer values, not coming from SM4 needs to be setup in Peachtree itself.
You must create TWO imports in Peachtree from File, Select Import/Export.
The name does not matter, but we suggest SM4 Customers from CUSTOMERS.
The second will be SM4 Invoices from SALES JOURNAL.
When you setup the import or import, you will need to go to the Options screen and make sure the file name is correct. DO NOT filter the import. DO NOT check the box that says the first line is headers.
The checked boxes for your imports must match the below in same order as listed below:
Customers:
Customer Id
Customer Name
Contact
Bill To Address Line One
Bill To Address Line Two
Bill To City
Bill To State
Bill To Zip
Bill To Country
Telephone 1 Main phone in SM4
Telephone 2 Direct phone or extension in SM4
Fax Number
Customer Email
Peachtree will import only the first name on look from SM4 which is alphabetical by mailcode (unless blank), last name, first name
Sales Representative Sales in SM4. This information MUST also be in Peachtree
Sales Rep ID - This MUST be in Peachtree as well
Use Standard Terms - Defaults as TRUE on export. You may change in Peachtree.
G/L Account From Advertising Export Screen in SM4 Make sure you fill this field in before exporting
Customer Website From SM4 Names Screen
This export must be run twice, to different file names, if you have ad agencies that need to be billed. Run once for the agencies (see check box at top right) and again for the companies. Use a different export name for each if you want. We recommend using names like: comp01262006.csv and agency01262006.csv (i.e. the date is at the end of the name).
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Invoices:
In Peachtree, use the Invoice Plain Service form for best look
Use the STOCK SALES JOURNAL IMPORT from Peachtree. Do not modify it at all.
The SM4 export will also send I/O #, Pay Terms and Net Days into the Peachtree import file, from the SM4 Advertising Screen.
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You may filter (restrict) output to any of the listed options.
You may also use the query builder to make your own query.
A large file can take up to 20 minutes to export.
Preview shows you the file on screen, only.
The export will put the file name above in the folder listed on the screen. The file name is tied to your login id, preceded by TP for “to palm”.
This was written for the PalmV. It may work with other Palms as well.
To get this data into your Palm:
1. Open Palm Desktop
2. Click on File, Import
3. For the data type select DOS csv, delimited ascii
4. The data may take awhile to load
5. The order of the fields is:
Company
Address
City
State
Country
Zip
First Name
Last Name
Title
Work
Private (direct phone from SM4)
Fax
E-mail
Home (Names screen cphone6 if set up in SM4 Configuration)
codes (palm custom field 1)
category (palm custom field 2)
business (palm custom field 3)
source (palm custom field 4)
other (will always be empty, but leave it checked)
note (your comments)
Make sure your Hot Sync Manager is loaded before you Hot Sync.
Import Data into SM4 with Merge Purge
This is an add on module
Make sure you backup your data before importing!
No import is actually saved until you click Save.
The data you can import is listed in the SM4 scroll box (#5) below.
You may define default data on your import, for the following information
(as long as it is in SM4) -- top right of screen
- Category*
- Codes
- Territory
- Business*
- Mail Code
- Sales Person
- Source
* You may also import this if the information is in the import file.
* Note on #4. The middle column F1 - F9 must be in order.
6. I would recommend No Duplicate Checking unless your import is small. Both Basic and Full duplicate checking, are subject to stop at many records. For example an import of United States Distribution Company would dup check all existing records starting with "United States"
7. Check the box for "If import INCLUDES First and/or Last Names and does not include Fullname, CHECK THIS BOX [] if it applies.
8. Click on Import. Nothing is added to your database, however, unless you click on SAVE
Merge/Purge Duplicate Checking
The possible duplicates will list with Company Information at the top and Names at the bottom.
The data in blue is current SM4/CM4 data. The data in black is import data.
1. To keep everything, just click on the X at the top right of the screen.
2. To skip the current import record, remove the check box at the left of the data line.
3. To merge data put the letter M in the Mgr F (merge from) and another M in the Mgr T (merge to).
The data in Mrg T will be overwritten with the data in Mrg F...including empty fields.
4. To add a new name only, to existing data...uncheck the company (black type) and recheck the names. Please note, if the company names are not identical, the new name will NOT be added.
Federal Graft, Inc. does NOT equal Federal Graft, Inc as the second has no period after Inc
I.B.M. does NOT equal International Business Machines
Duplicate Checking Rules:
For Companies....
a) Sounds like on company name (soundex). Companies with similar sounding names will be flagged
b) Address1 will be compared to address1 and address2. Address2 will be compared to Address1 and Address2.
For Names....
a) Soundex full name + actual last name
On Dup Check ALL information together, the names and companies are NOT associated with each other.