InDepthRep: Help Page - Reference File Setup

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- Reference File Setup -

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List Type: Address
1. List Sub Type: City
  1. This is a list of the cities that have been entered into the program through the various modules.
  2. If a city is entered in a module that does not exist in this list, a warning window will be displayed asking if the user wants to add the city to the database. If yes is selected, the city is automatically added to this list.
2. List Sub Type: Type
  1. This is a list of alternate address types for use in the Company and People Modules.
  2. The following default items are added:
    1. 2nd Home
    2. 2nd Office
    3. Business Address
    4. Home Address
    5. Policy
List Type: Company
1. List Sub Type: Buying Groups
  1. This is a list of Buying Groups available for selection in the Company Module.
  2. The following default items are available:
    1. AD
    2. AMPAM
    3. Baron Group
    4. Comfort Systems
    5. Embassy
    6. MCAA
    7. Omni
    8. PHCC
    9. UPA
    10. WITT
2. List Sub Types: Custom fields
  1. These fields are covered under the Advanced Operations in the General Information section of this manual.
3. List Sub Type: Salesman
  1. Set-up list of Salesman and Full Names.
    1. This is used to designate the individual salesperson for a company or person within the program modules.
4. List Sub Type: Territories
  1. Set-up list of Territories and Descriptions
    1. This is used to designate the geographical territories as assigned by manufacturers'.
    2. Generally used to allow the sales analysis reports to line up with reports generated by individual manufacturers'.
    3. The user agency may set up as many territories as they desire, and in many cases, more territories allows for better sales analysis than fewer.
5. List Sub Type: Types
  1. Set-up pricing options for each company type.
    1. Select what pricing is printed for different company types on quotations.
      1. Available Options:
        
        No Pricing - No pricing will be displayed on quotes.
        
        Net Only - Only Net pricing, and calculated pricing will be displayed on quotes.
        
        List Only - Only List pricing, if entered for the product, will be displayed on quotes.
        
        Net and List - Either list pricing or calculated net pricing will be displayed on quotes. (anything which does not equal List will be marked with Net, whether higher or lower than List)
List Type: New Construction
1. List Sub Type: Spec Labels
  1. Insert the specifically desired label for each Spec column on the New Construction report. Four Columns are available and each can be individually labeled. (Example: Fixture, Water Heater, etc)
2. List Sub Type: Spec (1-4)
  1. This is where the Specified product line manufacturer can be entered for use on the New Construction Report.
3. List Sub Type: Status
  1. List different options for the status of jobs. For use on the New Construction Report and the Quote Followup screen and report. Can be changed as desired by entering new options or overwriting existing options.
4. List Sub Type: Type

This is a list of Job Types for use on the New Construction Report. New options can be added by simply entering the text and description.
1. Text: The desired text to be displayed in the drop down window.
2. Description: A full description of the option.

List Type: Paperless
1. List Sub Type: Document Type
  1. Set-up list of Document Types to be selected from a drop down list when entering documents into the Paperless Filing portion of the program.
2. List Sub Type: Misc Product Lines
  1. List of Product lines available for selection in the Paperless Office portion of the program, without appearing in the Product Lines Screen or sales analysis tables.
    1. Example: Personnel Files, Expense Reports, Administrative, etc.
List Type: People

List Sub Type: Groups
1. Set-up list of People Groups by geographical area.
  1. These groups are populated under the "People Groups" Module, and are to allow repetitive groups of people to be added to a quotation quickly
  2. To add a new group, enter the desired Group name, and Description
    1. Text: The desired text (Group Name), to be displayed in the drop down window.
    2. Description: A full description of the Group.
List Sub Type: Job Title
1. This is a list of job descriptions to be used to identify individual people in both the Company and People Modules.
2. A default list is provided, however it is too long to list here.
3. New entries can be added by entering the text and description.
  1. Text: The desired text to be displayed in the drop down window.
  2. Description: A full description of the Job Title (if desired).
List Sub Type: Prefix
1. This is a list of Prefixes for people to be used in the People Module when generating "People to Word Processor" reports
2. The following Default items are available:
  1. Dr.
  2. Mr.
  3. Mrs.
  4. Ms.
  5. Prof.
  6. Rev.
  7. The Honorable
3. New entries can be added by entering the text and description.
  1. Text: The desired text to be displayed in the drop down window.
  2. Description: A full description of the Prefix (if desired)

List Type: Phone
1. List Sub Type: Phone Type
  1. A list of different phone types for use in the Company and People Modules.
    1. The following default items are available:
      1. Beeper
      2. Billing
      3. Business Phone
      4. Car
      5. Fax Number
      6. Home Phone
      7. Mobile
      8. Watts
    2. New entries can be added by entering the text and description.
      1. Text: The desired text to be displayed in the drop down window.
      2. Description: A full description of the Phone Type (if desired).
List Type: Price List
1. List Sub Type: Competitor MFG
  1. A list of all competitive manufacturers’ for Product Lines the user agency represents.
  2. This list can be added to manually here, or can be auto-populated by entering the competitor in either the Price List – Cross reference tab, or the Quote Followup screen.
  3. If entered from another portion of the program, a window will appear to confirm entry of any new additions.
  4. Once entered, a manufacturer will be available for selection from the drop down list in either of the above places
2. List Sub Type: Unit of Measure
  1. This contains the units of measure that are used in the Price List Module.
    1. The following default items are added.
      1. # (pounds)
      2. 100' (one hundred feet)
      3. Ea (each)
      4. Ft (per foot)
      5. Pr (per pair)
  2. The text side of the table displays the text of the drop down window.
  3. The description side of the table displays the multiple for the program to use when calculating cost.
    1. As an example, if something is priced by the 100’, then the multiple should be 100 to allow the computer to figure the cost per foot and multiply that cost by the number of feet quoted. Something priced by the carton of 12 should be entered with a multiple of 12 for individual bottle pricing on quotations.
List Type: Quote
1. List Sub Type: Architects
  1. Contains a list of all the company types which will be pre-filtered for selection from the “Architect” field on the Quotation header.
  2. Select all desired types, one at a time, from the drop down list of available types.
2. List Sub Type: Contractor
  1. Contains a list of all the company types which will be pre-filtered for selection from the “Contractor” field on the Quotation header.
  2. Select all desired types, one at a time, from the drop down list of available types.
3. List Sub Type: Engineers
  1. Contains a list of all the company types which will be pre-filtered for selection from the “Engineer” field on the Quotation header.
  2. Select all desired types, one at a time, from the drop down list of available types.
4. List Sub Type: Wholesaler
  1. Contains a list of all the company types which will be pre-filtered for selection from the “Purchase By” field on the Quote Followup report / Item Summary table.
  2. Select all desired types, one at a time, from the drop down list of available types.

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