Reports

PURPOSE

Use the "Report" Menu option on the TrakMate for WindowsTM Menu to print a variety of standard management reports, and optional reports customized for the needs of your particular dealership. Remember, a user’s security level affects which report a user can print. For more information see the Security Options section "About TrakMate’s built in security".

HOW TO PROCEED

Select "Reports" from the TrakMate for WindowsTM Desktop menu. There are twelve reports listed plus the capability called "Optional Reporting" which allows the creation of new report formats. Use the arrow keys or mouse to select the various report options.

OR
Clicking the button will also allow access to the Optional reports pull down screen.

INTERPRETING THE SCREEN DISPLAY

TrakMate for WindowsTM provides you with a choice of 15 standard reports, plus the capability to create Optional Reports to meet your special reporting requirements:

Salesperson Daily Work Plan (Daily)

Salesperson Daily Work Plan Style 2 (Daily)

Short Version of Daily Work Plan (Daily)

Owner Follow-up Work Plan (Daily)

Manager's Daily Work Plan (Daily)

Daily Recap of Floor Traffic (Daily)

Daily/Monthly Recap of Deals Sold (Daily or Monthly)

Recap of End-of-Month Floor Traffic (Monthly)

Productivity Report Steps to a Sale (Every 10 days or monthly)

Summary of Sales Performance (Every 10 days or monthly)

Advertising Source Report (Every 10 days or monthly)

Summary of Dealers Service Packages (Monthly)

Buyer Type Report (Every 10 days or monthly)

Telephone Satisfaction Survey Report (Monthly)

Leases or Contracts Due (As required)

Optional Reports (As required)

 Note: Some of the reports will print out in landscape format (sideways on the paper) to better fit on the paper


Salesperson Daily Work Plan (Print Daily)

PURPOSE

Use the Daily Work Plan to encourage a manager and salesperson to meet daily one-on-one, to review the status of each prospect and agree on an appropriate follow-up action. The Daily Work Plan can help salespeople manage time and prospects. Remember, users with a security level 2 (Greeter/Admin) cannot print this report.

HOW TO PROCEED

Select "Reports" and then "Print Salesperson Daily Work Plan" from the menu.

Print Options box will display. You will need to select report destination and salesperson initials. If you leave the salesperson's code field blank, you will receive a report for all salespersons.

Click <OK> to begin printing.

If you do not enter a particular salesperson's code into the screen, you will receive a report on all salespeople.
 TrakMate for WindowsTM locates all prospects with a status code of ACT, an RCD (Re-contact Date) less than or equal to today's date and which matches the salesperson information you entered. These prospects will be sorted in order of salesperson.

Sample of Salesperson Daily Work Plan


Salesperson Daily Work Plan Style 2 (Print Daily)

PURPOSE

The Salesperson Daily Work Plan Style 2 is an abbreviated form of the Salesperson's Daily Work Plan. Remember, users with a security level 2 (Greeter/Admin) cannot print this report.

HOW TO PROCEED

Select "Reports" and then "Print Salesperson Daily Work Plan Style 2" from the menu.

Print Options box will display. You will need to select report destination and salesperson initials. If you leave the salesperson's code field blank, you will receive a report for all salespersons.

Click <OK> to begin printing.

If you do not enter a particular salesperson's code into the screen, you will receive a report on all salespeople.
 TrakMate for WindowsTM locates all prospects with a status code of ACT, an RCD (Re-contact Date) less than or equal to today's date and which matches the salesperson information you entered. These prospects will be sorted in order of salesperson.

Sample of Salesperson Daily Work Plan Style 2


Short Version of Daily Work Plan (Daily)

PURPOSE

The Short Version of Daily Work Plan is an abbreviated form of the Salesperson Daily Work Plan and the Owner Follow Up Plan. This report should be ran daily or once a week. Remember, users with a security level 2 (Greeter/Admin) cannot print this report.

HOW TO PROCEED

Select "Reports" and then "Short Version _ DWP" from the menu.

Print Options box will display. You will need to select report destination and salesperson initials. If you leave the salesperson's code field blank, you will receive a report for all salespersons.

Click <OK> to begin printing.

If you do not enter a particular salesperson's code into the screen, you will receive a report on all salespeople.
 TrakMate for WindowsTM locates all customers with a status code of ACT or SLD, a RCD (recontact date) which is less than or equal to today’s date and a salesperson which matches the one you entered.

Sample of Short Version of Daily Work Plan


Owner Follow-up Plan (Print Daily)

PURPOSE

Use the Owner Follow-up Plan to encourage the salespeople to do owner follow-up consistently. The Owner Follow-up will ensure an increase in referral and repeat business sales. Does assist in overall dealership CSI. Remember, users with a security level 2 (Greeter/Admin) cannot print this report.

HOW TO PROCEED

Select "Reports" and then "Owner Follow-up Plan" from the menu.

Print Options box will display. You will need to select Report Destination and Salesperson. If you do not enter a particular Salesperson's Code into the field, you will receive a report for all salespeople. Click <OK> to begin printing
 TrakMate for WindowsTM locates all prospects with a status code of SLD, a RCD (re-contact date) which is less than or equal to today's date and a salesperson which matches the one you entered. These prospects will be sorted in order of salesperson and the report printed.

Sample of Owner Follow-Up Plan

Manager's Daily Work Plan (Print Daily)

PURPOSE

Use the Manager's Daily Work Plan to provide the manager with a daily recap of active and sold prospects/customers, which assists in monitoring the activities of the salesperson during the one-on-one sessions. The Manager's Daily Work Plan is his or her personal scratch pad. Remember, only user’s with a security level 3 (DLR/MGR/ADMIN) can print the Manager’s Work Plan.

HOW TO PROCEED

TrakMate for WindowsTM locates all prospects with the ACT and SLD status and sorts in order of salesperson. A total is provided for active and sold prospects listed.

Select "Reports" and then "Manager's Daily Work Plan" from the menu.

Print Options Box will display. You will need to Select Print Destination and Department. If department is left blank, the report will be printed for all departments. Click <OK> to begin printing.
Note: The telephone number columns print only 12 characters. If the prospect record telephone fields contain more than 12 characters, such as an extension, the extra characters will be truncated.

First Sample of Manager's Daily Work Plan

Second Sample of Manager's Daily Work Plan


Daily Recap of Floor Traffic (Print Daily)

PURPOSE

Use the Daily Recap of Floor Traffic to provide management with a list of deals sold including the average and total gross. Plus, short recap of the total number of UPS, units sold and delivered, demos, be-backs and T.O.'s. A quick check for daily floor activity. Remember, only a user with a security level 3 (DLR/MGR/ADMIN) can print this report.

HOW TO PROCEED

Select "Reports" and then "Daily Recap of Floor Traffic" from the menu.

Print options box will display. You will need to select Print Destination, Starting and Ending Dates and Department. Leave Department blank to print a report for all departments. Click <OK> to print.
Note: This report determines the sold status of a prospect by examining the SOLD field to check for a value of (Y)es. If the SOLD field is "Y" then the prospect is included on the report. This report will not examine the STATUS field for a value of "SLD".

Sample of Daily Recap of Floor Traffic


Daily/Monthly Recap of Deals Sold (Print Daily or Monthly)

PURPOSE

Use the Daily/Monthly Recap of Deals Sold to allow management to review and reflect on deals sold for a specific time frame, plus provide information on how the negotiations were handled. This report can help managers working future deals. Remember, only a user with a security level 3 (DLR/MGR/ADMIN) can print this report.

HOW TO PROCEED

Select "Reports" and then "Daily/Monthly Recap of Deals Sold" from the Desktop Menu.

Print options box will display. You will need to select Print Destination, Starting and Ending Dates and Department. Leave Department blank to print a report for all departments. Click <OK> to print.
 NOTE: Formula is based on delivered units; Delivery Field answer is Y.

Sample of Daily/Monthly Recap of Deals Sold


Recap of End-of-Month Floor Traffic (Print Monthly)

PURPOSE

Use the Recap of End-of-Month Floor Traffic to allow management to review all showroom traffic and provide managers with information on why a prospect might not have purchased yet. Remember, only a user with a security level 3 (DLR/MGR/ADMIN) can print this report.

HOW TO PROCEED

Select "Reports" and then "Recap of End-of-Month Floor Traffic" from the Desktop Menu.

Print options box will display. You will need to select Print Destination, Starting and Ending Dates and Department. Leave Department blank to print a report for all departments. Click <OK> to print.
Note: This report examines the STATUS field to determine which prospects will be included in the report.

The telephone columns will display 14 characters. If a prospect’s telephone numbers are longer than 14 characters, they may be truncated.

Blanks will appear in the "No Sale" field if the answer of Y is in the SOLD field.

First Sample of Recap of End of Month Floor Traffic

Second Sample of Recap of End of Month Floor Traffic


Productivity Report Steps to a Sale (Print Every 10 Days or Monthly)

PURPOSE

Use the Productivity Report Steps to a Sale to monitor and improve productivity by determining how consistently your salespeople adhere to your dealership policy regarding the steps of a sale. Remember, only a user with a security level 3 (DLR/MGR/ADMIN) can print this report.

HOW TO PROCEED

Select "Reports" and then "Productivity Report Steps to a Sale" from the Desktop Menu.

Print options box will display. You will need to select Print Destination, Starting and Ending Dates and Department. Leave Department blank to print a report for all departments. Click <OK> to print.

Enter the range of salesperson experience in months to include only those prospects. If left blank it will print all salespeople active for the date range selected. Press <OK>.

Example: Low: 0 High: 24
Enter your own productivity goals if you want. If you enter goals, these will print on the report; if not, the lines will be left blank.
 Make sure the printer is ready to print. Click <OK>. TrakMate for WindowsTM locates all prospects who were set up in the computer between the dates and prints the report.

Note:
  1. SOURCE field Phone-ups will not be calculated on this report.

  2. ACTIVITY SOLD field, if flagged Y, will be calculated in the total Sold column of this report.

  3. Sold column calculates from the ACTIVITY DATE field, not from the CUSTOMER STATUS SLD field.

  4. Reports can be calculated by sorting by Departments or sales staff experience (limit is 999 mos. = 83 yrs.)

Sample of Productivity Report Steps to a Sale


Summary of Sales Performance (Print Every 10 Days or Monthly)

PURPOSE

Use the Summary of Sales Performance Report to measure individual sales performance in terms of prospects seen and closing ratios in four vital categories: Original Up, Owner Up, Referral Up and Be-Back. Laser printout will be landscape style. Remember, only a user with a security level 3 (DLR/MGR/ADMIN) can print this report.

HOW TO PROCEED

Select "Reports" and then "Summary of Sales Performance" from the Desktop Menu.

Print options box will display. You will need to select Print Destination, Starting and Ending Dates and Department. Leave Department blank to print a report for all departments. Click <OK> to print.

Enter the range of salesperson experience in months to include only those prospects. If left blank it will print all salespeople active for the date range selected. Press <OK>.

Example: Low: 0 High: 24
Enter your own productivity goals if you want. If you enter goals, these will print on the report; if not, the lines will be left blank.
 Make sure the printer is ready to print. Click <OK>. TrakMate for WindowsTM locates all prospects who were set up in the computer between the dates and prints the report.

Note: Formula calculates the final results of the sale based on the "Be-Back" effort. Will calculate on the original visit (original, owner or referral), plus the "Be-Back" count.

TYPES OF CONTACTS SUGGESTED
CLOSING
RATIOS
Original Up A walk-in prospect attracted to the dealership by its reputation, location, advertising or the product itself. This type of prospect may currently own the make sold by the dealership, but if there has not been any previous regular contact with the dealership or salesperson, then the prospect should be regarded as an Original Up, rather than an Owner Up.

20%
Owner Up A prospect who has had a previous regular business relationship with the dealership or the salesperson. It is not necessary for this person to have dealt with both before. The previous business relationship is not restricted to vehicle purchases.

 50%
Referral Up A prospect who asks for a particular salesperson because of a salesperson's prospecting effort, one of his or her Bird Dog's efforts, or a past personal association.

 50%
Be Back Anyone of the above types of prospects who did not buy at the first meeting, but who did return to meet with the salesperson to negotiate further. It is not necessary to begin a new card. Simply update the card prepared earlier.

A Be-Back is the Number of times a customer has returned to the dealership.

Be-Backs are counted as floor traffic on all statistical reports except the Productivity Report Steps to a Sale.

 67%
Sample of Summary of Sales Performance


Advertising Source Report (Print Every 10 Days or Monthly)

PURPOSE

Use the Advertising Source Report to evaluate the effectiveness of your advertising expenditures. Remember, only a user with a security level 3 (DLR/MGR/ADMIN) can print this report.

HOW TO PROCEED

Select "Reports" and then "Daily Recap of Floor Traffic" from the menu.

Print options box will display. You will need to select Print Destination, Starting and Ending Dates and Department. Leave Department blank to print a report for all departments. Click <OK> to print.

 TrakMate for WindowsTM Source Field Assignments include advertising media such as Billboard (BB), Newspaper (NP), Phone Up (PU) etc.

For all those dealerships that advertise in many different sources within the same media (ie-more than one newspaper), TrakMate for WindowsTM provides the option to enter either a numerical or alpha figure to the Source Field Assignment to help you keep track of the response from each individual advertising source. The (?) question mark is a wild card to be utilized for your codes.

Examples:     NPJ = Journal

    TV2 = Channel 2

     PUA = Phone Up Appointment

    PUS = Phone up Sale

     UKO = Owner

    UKR = Relative
Use the following pages to keep track of your Source Field Assignments.

TrakMate for WindowsTM SOURCE FIELD ASSIGNMENTS FOR ADVERTISING

CODE DESCRIPTION
NPJ Channel 2 (example)
TV2 Journal (example)

Print Blank Source Field Assignments For Advertising

Sample of Advertising Source Report


Summary of Dealer Service Packages Report (Print Monthly)

PURPOSE

Use the Summary of Dealer Service Packages Report to track after market sales, i.e. warranty, finance, insurance and protection packages. Laser printout will be landscape style. Remember, only a user with a security level 3 (DLR/MGR/ADMIN) can print this report.

HOW TO PROCEED

Select "Reports" and then "Dealer Service Packages Report" from the Desktop Menu.

Print options box will display. You will need to select Print Destination, Starting and Ending Dates and Department. Leave Department blank to print a report for all departments. Click <OK> to print.

Enter the range of salesperson experience in months to include only those prospects. If left blank it will print all salespeople active for the date range selected. Press <OK>.

Example: Low: 0 High: 24
TrakMate for WindowsTM locates the customers with a set-up date between the range you entered. TrakMate for WindowsTM then prints the report. The report date range screen appears.

Sample of Summary of Dealers Service Packages


Buyer Type Report (Print Every 10 Days or Monthly)

PURPOSE

Use the Buyer Type Report to provide information on six categories of reasons that motivate prospects to buy in varying economic and market conditions. Remember, only a user with a security level 3 (DLR/MGR/ADMIN) can print this report.

HOW TO PROCEED

Select "Reports" and then "Buyer Type Report" from the Desktop menu.

Print options box will display. You will need to select Print Destination, Starting and Ending Dates and Department. Leave Department blank to print a report for all departments. Click <OK> to print
 TrakMate for WindowsTM locates the customers with a set-up date between the range you entered. TrakMate for WindowsTM then prints the report. The report date range screen appears.

Sample of Buyer Type Report


Telephone Satisfaction Report (Print Monthly)

PURPOSE

Use the Telephone Satisfaction Report to provide valuable information on how your prospects feel they were treated by your sales force. Remember, only a user with a security level 3 (DLR/MGR/ADMIN) can print this report.

HOW TO PROCEED

Select "Reports" and then "Telephone Satisfaction Report" from the Desktop menu.

Print options box will display. You will need to select Print Destination, Starting and Ending Dates and Department. Leave Department blank to print a report for all departments. Click <OK> to print. TrakMate will print two reports. The first survey is for Active Prospects. The second is for Sold Customers.
 TrakMate for WindowsTM locates the customers with a set-up date between the range you entered. TrakMate for WindowsTM then prints the report. The report date range screen appears.

The information is being evaluated from the responses of the prospects. The survey calculates each response starting with question 1 and any others that are answered on the survey. The survey adds each response and divides it by the total number of survey questions answered times 25. The Grand Total is not an average of the salespeople. The calculation is on all who responded and divided by the total number of respondence.

Scale of Answers Rate of Scale Range of Scale Values
0 Bad 0-24
1 Fair 25-49
2 OK 50-74
3 Good 75-99
4 Terrific 100
First Sample of Telephone Satisfaction Report

Second Sample of Telephone Satisfaction Report


Leases or Contracts Due (As needed)

PURPOSE

Use the Leases or Contracts Due to evaluate customers with leases or contracts that will come due within the specified date range. Print this report when needed. Remember, only a user with a security level 3 (DLR/MGR/ADMIN) can print this report.

HOW TO PROCEED

Select "Reports" and then "Leases or Contracts Due" from the Desktop menu.

Print options box will display. You will need to select Print Destination, Starting and Ending Dates and Department. Leave Department blank to print a report for all departments. Click <OK> to print.
 TrakMate will print a list of those whose status is sold and have a maturity date within the date range you specify.

Sample of Leases or Contracts Due


Optional Reports (Print as Required)

PURPOSE

Use the Optional Reports item on the report menu to customize your own reports. This unique feature of TrakMate for WindowsTM is an especially useful management tool. You can easily create reports that simplify many of your important tasks. For example, you can create a report to use as a buying guide at auctions. Only a user with a level 3 (DLR/MGR/ADMIN) has the ability to make mass changes to their data through this option. All other users may view and print the reports but make no changes to the data.

HOW TO PROCEED

Use the arrow keys to move the highlight to the last option on the report menu, "Print Optional Reports." Click on the Highlighted text to select. The Optional Reports Screen appears.

To use the optional reporting facility you first use the Select, Order By, and then List facilities as outlined below.

NOTE: DOB (Date Of Birth) and Annv (Anniversary) fields are Character Fields; not Date Fields. A formula using a date range will not calculate. It is suggested to use either JAN or the number 1 in these fields. This way, a search can be made by Value = JAN or 1.

SELECT

Click on the <SELECT> button to specify a list of criteria to qualify a group of customers. For example, if you want to produce a list of all the prospects who are interested in a Camry and who took a demonstration ride at your dealership, select only those Data Items as your criteria to be used for comparison.

Use the mouse to scroll up & down and select the desired data field, for example "V1MODEL - Vehicle Model" and press <TAB> to select that field and move to the comparison condition box. Choose a condition, for example "= " (equals to) and then <TAB> to the Condition Value box and enter the value for comparison, for example "Camry". If addition selections are to be made, select a conjunction such as "AND" and tab to got back to Data Items and repeat the process. When all conditions have been selected Click on the <DONE> button to make the selections from the prospect database. The results of your select will be displayed on status bar at the bottom right corner of the desktop. Use the <BACKUP> button to erase the most recent portion of the selection. Note: The text of the selection criteria can be viewed in the text box labeled "Select Where".

NOTE: As of version 6.1.33 there is a current date feature that can be used in date comparisons. If the data field that is being compared is a date field, the value for the comparison can be the literal "now()" which will always compare the date to the date that the report is actually run.

ORDER BY

Click on the <ORDER By> button to arrange the selected customer records in a desired order. The Order By feature limitation is three fields, which works with the "Level Break" function described in the LIST section.

Use the mouse or arrow keys to position the cursor on the desired field and press <TAB> to move the order box where "ASC Ascending" or "DESC Descending" may be selected. You select multiple sort fields, click the <MORE> button to make additional sort selections. For example, to arrange in ascending order by last name you would select LASTNAME as the Data Item and ASC as the sort order. Click <DONE> when you are ready to arrange them Click the <BACKUP> button to erase the most recent part of the Order By selection. TrakMate for WindowsTM will arrange the subset of prospects in the order you select. The text of the order by criteria can be viewed in the text box labeled "Order By".

Important: These two options must be performed first before any of the other options can be used.

LIST

Use the LIST selection to produce a columnar report of the selected, ordered records. LIST can be printed or displayed on the screen. The LIST process defines the final format of the Optional Report Output as it will be displayed or printed.

The List Selection Process is divided into six steps. Use the <Tab> & <Shift><Tab> to move between the step boxes:

  1. Data Items. Use the arrow keys or mouse to move around in the list of data item choices. Click on the highlighted data item to make the selection and then press <Tab> to move to the next box.

  2. Width. The column width (in characters) that this field is to be display in. TrakMate for WindowsTM suggests a value which you can use or change.

  3. Headings. Change column heading for this column of the Report. Type the heading you want to appear if it is different from the Data Item.

  4. Summary. Summary information if you wish to have totals counts or averages for this column of the Report. For this option to work, the field must be numeric such as GROSS. Make the selection from the drop-down box. Choices are: TOTAL, COUNT, and AVERAGE.

  5. Level Break. A level break in the report for subtotals. For example, if you have sorted your file by V1MAKE, V1MODEL and V1YEAR, you can enter a 1, 2 or 3, respectively, in the Break field. The report would provide you with subtotals each time the value of these change during the report.

    NOTE: Level Break will operate correctly only if you have selected the same Data Items in the Order By function.

  6. Suppress. To suppress repeated printing of the same values of the Data Item field. Enter a Y in this field, and only the first item of like values will print. For example, if you were listing all prospects by make of vehicle, as the make was listed, the value would be printed only once for each occurrence of a particular value of V1MAKE.

 PRINT

Click the <PRINT> button to either view or print out the results of your SELECT, ORDER BY, and LIST. Clicking the <PRINT> button will bring up the "Print Options" window. In this window you may send the output to the Screen or to the Printer. You may also change the Font or perform printer setup from this window.

If you select "Screen" to send the output to the "Print Preview Window" a portion of the report will be displayed in this window. With this window you may scroll through the entire report using the scroll bar or you can press the forward/backward page buttons to move through a page at a time. You can also print from this window either the current page or all of the pages.

SAVE

Click the <SAVE> button to save the SELECT, ORDER BY and LIST criteria to a permanent record that you can retrieve later for reprinting or reviewing. When you click the <SAVE> button, you will be prompted to enter a name for the saved report. This name can be up to 50 characters in length and can include letters and numbers. If you enter a name that is already in use, you will be asked if you want to replace the existing saved report or try a different name. If you used the <CTRL D> function to enter today’s date, the report will be saved as the date you entered. If you want the report to change with the date, you will have to change the date for each day you want to print the report.

Please Note: Optional Reports created and saved on the Remote Module will not be saved on the Master computer during the Synchronization process and vice versa. The only way Optional Reports can be sent to the Remote Module is during the Create/Recreate Remote Module process.

RETRIEVE

Click the <RETRIEVE> button to retrieve a saved Optional Report (Select, Order By, List) from the saved report file. When the <RETRIEVE> button is pressed, you will see a list of saved reports to choose from. Use the mouse and/or arrow keys to make your selection. When you have retrieved a saved report, you can edit it, print or dispay it and then re-save it if desired. To delete a saved report, you highlight the report and press the Delete key on the keyboard, select "Yes" to delete.

FLAG

Use the <FLAG> button to flag selected prospects to receive a letter. Before using this feature you should have used Select Option to qualify the selected prospects.

Select a letter code to be entered in each of the selected prospects by selecting with the arrow keys or mouse. Enter the date for the letter to be printed. Click <OK>

CHANGE

Use the <CHANGE> button to perform a mass change on selected prospects. Select which Data Items are to be changed for prospects. Any value entered here will replace the previous Item in each of the selected records. Remember, only a user with a security level 3 (DLR/MGR/ADMIN) can perform a mass change through Optional Reports.

REMINDER: Before doing a "Mass Change" do a Backup of your data base to eliminate any errors after the change. Make sure to do a SELECT first, before you make a mass change or you will change everyone in the whole data base.

As "Mass Change" performs error messages could appear if prospect field has invalid salesman's or manager's initials and if RCD (the contact date) is lesser than DATE field.

Before you can continue with the "Mass Change", you will need to go to the Prospect file that was in error and correct. An example would be, if a salesperson has left and you have deleted from configuration and not reassigned to another salesperson...this will allow you to insert the initials. After the error is corrected, go back to optional report and start over with the Select statement and "Mass Change" process.

DELETE

Use the <DELETE> button to delete prospects or to delete scheduled letters which have been selected. This procedure will remove all of the prospects or prospect letters to be printed that have been selected. To delete a specific group of prospects you must first select them using the <Select> button as described above. To delete the scheduled letters for a specific code select the code you will need by using the <Select> button -- find the LETRCD and code the value you are looking for, i.e., = FU1. After the system has found the letter, you will select the <Delete> button. After you have clicked delete the next screen will read "If the MASS DELETE FUNCTION is interrupted prior to completion, the data file may be damaged beyond repair! Then prior to completing the delete you will be asked "Do you wish to continue now?" Options are Yes and No. If you have selected scheduled letters to be deleted the next screen will ask you whether you would like to delete the prospect record, the scheduled letters or both.

Caution: Make sure you understand and properly select what you intend to do with this option.

If you don’t want to delete the prospects, answer the question NO and it will only delete the letter(s).

LEARNING TO SET UP OPTIONAL REPORTS

The following four examples will demonstrate how versatile and practical TrakMate for WindowsTM Optional Reporting feature is.

Example 1:

You want to LIST all the prospects who have wanted an 2000 Toyota Camry. You want to see the list arranged in date order, with the most recent dates first.

The following steps would provide you with this information by using the Optional Reporting capabilities.

SELECT

  1. Click the <SELECT> button.

  2. Scroll down to the data Item V1YEAR. Click on it. Press <TAB>

  3. Select the comparison operator equal to (=). Press <TAB>

  4. Type 2000 for the year of the vehicle. Press <TAB>

  5. Select the conjunction AND. Press <TAB>. The focus will now return to the Data Item Selection.

  6. Select the Data Item V1MAKE. Press <TAB>.

  7. Select the comparison operator equal to ( = ). Press <TAB>

  8. Type Toyota. Press <TAB>

  9. Select the conjunction AND. Press <TAB>.

  10. Select the Data Item V1MODEL. Press <TAB>.

  11. Select the comparison operator equal to ( = ). Press <TAB>

  12. Type Camry. Press <TAB>

  13. Click the <DONE> button.

TrakMate for WindowsTM will search all prospects to locate the ones who match the search specifications; those looking for an 2000 Camry

ORDER BY

  1. Click the <ORDER BY> button.

  2. Select the data item DATE. Press <TAB>

  3. Select DESC for descending. Press <TAB>

  4. Click the <DONE> button.

This action tells TrakMate for WindowsTM to sort the list of prospects you located previously in decreasing order -- most recent dates first.

The selected prospects will be arranged in order of set-up date with the most recent date first.

LIST

  1. Click the <LIST> button.

  2. Select the Data Item FRSTNAME.

  3. Click the <MORE> button.

  4. Select the Data Item LASTNAME.

  5. Click the <MORE> button.

  6. Select the Data Item HOMETEL.

  7. Click the <MORE> button.

  8. Select the Data Item DATE.

  9. Click on the <DONE> button.

  10. Click on the <PRINT> button on the left edge. You will then see a printer dialog box where you will click on <Screen> or <Printer> and then <OK>

TrakMate for WindowsTM will create the list from your specifications. When the report is complete, you automatically return to the Report Menu.

FRSTNAME

 LASTNAME

 HOMETEL

 DATE

Harold Ogden 9198129550 10/06/2000
Ronald Norris 9192627603 10/05/2000
Gayle Dietz 9193418456 10/01/2000
Example 2:

You want to LIST the vehicle year, vehicle make and vehicle model of those prospects that your sales force needs to "Locate" for those prospects. And you want them sorted by SALESPERSON and LASTNAME of the customer.

The following steps would provide you with this information by using the Optional Reporting capabilities.

SELECT

  1. Click the <SELECT> button

  2. Scroll down to the data item STOCKNO. Click on it. Press <TAB>

  3. Select the comparison operator equal ( = ). Press <TAB>

  4. Type Locate

  5. Click on the <DONE> button

TrakMate for WindowsTMwill search all prospects to find those that match the search specifications you have given.

ORDER BY

  1. Click the <ORDER BY> button

  2. Select the data item SLSPER. Press <TAB>

  3. Select ASC for ascending. Press <TAB>

  4. Click the <MORE> button

  5. Select the data item LASTNAME. Press <TAB>.

  6. Select ASC for ascending. Press <TAB>

  7. Click the <DONE> button.

This action tells TrakMate for WindowsTM to sort the Prospects in alphabetical order with the salesperson and then by prospect Last Name.

LIST

  1. Click the LIST button

  2. Select the data item SLSPER

  3. Click the <MORE> button

  4. Select the data item LASTNAME

  5. Click the <MORE> button

  6. Select the data item HOMETEL

  7. Click the <MORE> button

  8. Select the data item V1YEAR

  9. Click the <MORE> button

  10. Select the data item V1MAKE

  11. Click the <MORE> button

  12. Select the data item V1MODEL

  13. Click the <DONE> button

  14. Click on the <PRINT> button on the left edge. You will then see a printer dialog box where you will click on <Screen> or <Printer> and then <OK>

TrakMate for WindowsTM will create the list from your specifications. When the report is complete, you automatically return to the Report Menu.

SLSPER

 LASTNAME

 HOMETEL

 VYEAR

 VMAKE

 VMODEL

BCW Condiff 9195675322 99 Pontiac Bonneville
BCW Dietz 9193418444 2000 Pontiac Sunfire
BCW Dillion 98 Cadillac El Dorado
BCW Jeffress 9198425281 96 Buick Century
BCW Krane 95 Buick Riviera
BCW Meisenheimer 9198424353 99 Pontiac Sunfire
BCW Norris 9192727703 2000 Pontiac Sunfire
BCW Ogden 9198429850 2000 Pontiac Sunfire
JKJ Gassert 9198419448 96 Chevrolet Blazer
JKJ Jones 0004546786 2000 Cadillac Elantra
JKJ Jones 0004378898 2000 Ford Expedition
JKJ Jones 0004375555 2000 Ford Expedtion
JKJ Jones 0002343566 2000 Ford Excursion
JKJ Kramer 9197747223 94 Pontiac Grand Prix
JKJ O'Daniels 000 2000 Ford Mustang
LMS Brooks 9198434503 97 Toyota Tercel
LMS Colwell 9194911732 2000 Cadillac Elantra
LMS Kelley 9195422425 96 Motorhome
LMS Kimmel 6197966645 99 Pontiac Sunfire
LMS Moore 000 98 Cadillac Deville
LMS Newland 9195946456 92 Pontiac Grand Am
LMS Smith 9198452049 2000 Pontiac Grand Prix
LMS Trompeter 9198421271 99 Chevrolet Monte Carlo
EXAMPLE 3:

You want to LIST the Buyer Types, the ones who were "Price" buyers, and the salesperson who quoted the price, if any. You want the list Ordered by salesperson and last name of prospect.

SELECT

  1. Click the <SELECT> button

  2. Scroll down to the data item V1YEAR. Click on it. Press <TAB>.

  3. Select the comparison operator greater than or equal to (>=). Press <TAB>

  4. Enter 2000 for the search value. Press <TAB>

  5. Select the conjunction AND. Press <TAB>

  6. Select the data item BUYTYPE. <TAB>

  7. Select the comparison equal to ( = ) <TAB>

  8. Click the <DONE> button

TrakMate for WindowsTM will search all prospects to locate the ones who match the search specifications.

ORDER BY

  1. Click the <ORDER BY> button

  2. Select the data item SLSPER. Press <TAB>

  3. Select ASC for ascending sequence. Press <TAB>

  4. Click the <MORE> button

  5. Select the data item LASTNAME. Press <TAB>

  6. Select ASC for ascending sequence. Press <TAB>

  7. Click the <DONE> button

TrakMate for WindowsTM will sort selected prospects in alphabetical order on the Salesperson’s initials and then on the Prospect’s last name.

LIST

  1. Click the LIST button

  2. Select the data item SLSPER. Press <TAB>

  3. Click the <MORE> button

  4. Select the data item LASTNAME. Press <TAB>

  5. Click the <MORE> button

  6. Select the data item HOMETEL. Press <TAB>

  7. Click the <MORE> button

  8. Select the data item VYEAR. Press <TAB>

  9. Click the <MORE> button

  10. Select the data item V1MAKE. Press <TAB>

  11. Click the <MORE> button

  12. Select the data item V1MODEL. Press <TAB>

  13. Click the <MORE> button

  14. Select the data item QUOTPRC. Press <TAB>

  15. Click the <DONE> button

  16. Click on the <PRINT> button on the left edge. You will then see a printer dialog box where you will click on <Screen> or <Printer> and then <OK>

TrakMate for WindowsTM will create the list from your specifications. When the report is complete, you automatically return to the Report Menu.

SLSPER

 LASTNAME

 HOMETEL

 VYEAR

 VMAKE

 VMODEL

 QUOTPRC

JKJ Jones 0008217222 2000 Honda Civic 15000
LMS Johnson 9197492060 2000 Honda Accord 18000
LMS Kimmel 6197966645 99 Honda Odessy 21000
LMS Trompeter 9198421271 96 Honda Passport 11000
EXAMPLE 4:

You want to know your highest floor traffic count day for the period between October 1 and October 15, 2006. You want the report to include both active and sold prospects. And you want to SORT by DATE, SOURCE of advertising and UPTYPE of prospect.

FIND

  1. Select the data item DATE. Press <TAB>

  2. Select the comparison operator >= (Greater than or equal to). Press <TAB>

  3. Type 10/01/2006 for the search value. Press <TAB>

  4. Select the conjunction AND. Press <TAB>. The focus will now return to the Data Item Selection box

  5. Select the data item DATE again. Press <TAB>

  6. Select the comparison operator <= (Less than or equal to). Press <TAB>

  7. Type 10/15/2006 for search value. Press <TAB>
        * Note that you can also use the literal "now()" as the search value to always use the current date of the report.

  8. Select the conjunction AND. Press <TAB>

  9. Select the data item STATUS. Press <TAB>

  10. Select the comparison operator = (equal to) . Press <TAB>

  11. Type SLD for the search value. Press <TAB>

  12. Select the conjunction OR. Press <TAB>

  13. Select the data item STATUS. Press <TAB>

  14. Select the comparison operator = (equal to). Press <TAB>

  15. Type ACT for search value. Press <TAB>

  16. Click the <DONE> button

TrakMate for WindowsTM will search all prospects to locate the ones who match the search specifications.

ORDER BY

  1. Click the <ORDER BY> button

  2. Select the data item DATE. Press <TAB>

  3. Select ASC (Ascending) to arrange in chronological order. Click <MORE>

  4. Select the data item SOURCE. Press <TAB>

  5. Select ASC (Ascending) to put advertising sources in groups. Click <MORE>

  6. Select the data item UPTYPE. Press <TAB>

  7. Select ASC (Ascending) to put prospect types into groups. Click <MORE>

  8. Click <DONE>

TrakMate for WindowsTM will sort the selected prospects in chronological order in groups according to advertising source and Uptype.

LIST

  1. Select the data item LIST. Click <MORE>

  2. Select the data item STATUS. Click <MORE>

  3. Select the data item DATE. Click <MORE>

  4. Select the data item UPTYPE. Click <MORE>

  5. Select the data Item SOURCE. Click <MORE>

  6. Select the data item V1MAKE. Click <MORE>

  7. Select the data item V1MODEL. Click <MORE>

  8. Select the data item LASTNAME. Click <MORE>

  9. Select the data item SLSPER. Click <MORE>

  10. Click the <DONE> button

  11. Click on the <PRINT> button on the left edge. You will then see a printer dialog box where you will click on <Screen> or <Printer> and then <OK>

TrakMate for WindowsTM will create the list from your specifications. When the report is complete, you automatically return to the Report Menu.

STATUS DATE UPTYPE SOURCE V1MAKE 1MODEL LASTNAME SLSPER
=============================================================================
ACT 01OCT2006 O DB Toyota Camry Kimmel LMS
ACT 01OCT2006 O DB Toyota Corolla Dietz BCW
ACT 01OCT2006 R TV Toyota Tundra Trompeter LMS
ACT 01OCT2006 W TV Toyota Camry Harvey JKJ
ACT 02OCT2006 O DB Toyota Tercel Krane BCW
ACT 02OCT2006 R NP Toyota Echo Gassert JKJ
ACT 02OCT2006 O UK Toyota 4-Runner Scott LMS
ACT 02OCT2006 O UK Toyota 4-Runner Ulry LMS
ACT 03OCT2006 B BB Toyota Avalon Newland LMS
ACT 03OCT2006 O BB Toyota Camry Wagner JKJ
ACT 03OCT2006 O RF Toyota Camry Powers BCW
ACT 03OCT2006 R RF Toyota Tercel Brooks LMS
ACT 03OCT2006 B YP Toyota 4-Runner Hood JKJ
ACT 05OCT2006 B BB Toyota Camry Norris BCW
ACT 05OCT2006 B BB Toyota Camry Gaines BCW
ACT 05OCT2006 O DB Toyota 4-Runner Suder BCW
ACT 05OCT2006 O DB Toyota Echo Kelley LMS
ACT 07OCT2006 W TV Toyota Sloara Jones JKJ
ACT 07OCT2006 W BB Toyota Tacoma McDonald JKJ
ACT 08OCT2006 B NP Toyota Tundra Smith JKJ
ACT 08OCT2006 B TV Toyota LandCruiser Smith JKJ
ACT 08OCT2006 O TV Toyota Camry Smith JKJ
ACT 08OCT2006 O DB Toyota Camry Frawley JKJ
ACT 09OCT2006 O UK Toyota Avalon Smith JKJ
ACT 10OCT2006 W UK Toyota Camry Jones JKJ
ACT 11OCT2006 O UK Toyota Solara Jones JKJ
ACT 11OCT2006 O UK Toyota Camry Jones JKJ
ACT 12OCT2006 O UK Toyota Camry Jones JKJ
ACT 12OCT2006 W BB Toyota Corolla Jones JKJ
ACT 12OCT2006 O PU Toyota 4-Runner Veger JKJ
ACT 12OCT2006 O PU Toyota Camry Veger JKJ
ACT 12OCT2006 O UK Toyota Avalon Graydon JKJ
ACT 12OCT2006 O UK Toyota Echo O'Daniels JKJ
OPTIONAL REPORTS are special one-time use reports, unless you save your specifications.

Topic 11a