About Database

Millbride 'Contact / Merge' Database

Millbride Products market Industrial Cleaning and Safety Products. They also manufacture the 'Klarit' anti mist treatment, developed for the Health and Safety sector and relevant to many types of working environments. Key target areas are Health and Safety in the work place, motorcycling and sports / leisure pursuits requiring the use of safety eye wear. The Database developed for Millbride Products includes Ordering and Invoicing procedures, Mail Shots and 'Contact' Management. Sales statistics are also maintained. It continues to be maintained as the business expands and to promote more efficient business operation.
Introduction


Description :

Constructed using Access 2, two separate Databases, " Merge" and "Contact", which make up the complete system, an arrangement which distributes functionality into two distinct areas. The distribution gives increased performance and easier maintenance.

"Merge" gives the user control over eight 'merge locations' and subsequent to a search process a copy of selected customer records can be saved in each location. Once 'flagged' as belonging to a particular location, a customer (record) is excluded from any further search selection for the same location. The merge locations can be compared with the 'original' records to give a balance outstanding. 'Merge locations' can be reset or added to by the user.
"Contact" follows the 'conventional' Database design for the containment of sales accounting with the production of charging documents. The 'Startup' screens for both Databases are shown below :

The 'Contact' Database startup screen.

	'Add' CONTACTS : Enables input of Address / Contact data, can specify a Size Code, Activity Code and Source code ( that is the source of the contact data such as an exhibition or reply card ), defaults apply where definite data is not known. As well as established customers, potential customers or enquirers are recorded here ( 'enquirers' and 'contacts' hereafter referred to as customers.) The Source Code data can help to target successful marketing.

'Add' CONTACTS : Enables input of Address / Contact data, can specify a Size Code, Activity Code and Source code ( that is the source of the contact data such as an exhibition or reply card ), defaults apply where definite data is not known. As well as established customers, potential customers or enquirers are recorded here ( 'enquirers' and 'contacts' hereafter referred to as customers.) The Source Code data can help to target successful marketing.

	*View Terminate * Link * Mark * RECORDS :** Customers can be searched or 'Viewed' alphabetically by Company Name or Post Code, this search can be supplemented by the inbuilt Access search function. 'Terminate' marks records for exclusion without deleting 'Links' can be made between customers and a Distributor, a 'Mark' will flag a record for ad hoc selection.

	COMMUNICATIONS : Records any communication, verbal or written and logs future appointments, typically phone calls to follow up. The 'Phone Dialler' control can perform this function from within the system. Any historical Order or general information on the customer is at hand, as are any memos recorded from any previous communications.

	Input Orders : ( supplies data for the Invoice document ) Main features include automatic 'look-up' of details from Contacts on record (not yet customers) or from existing customers, which includes the address block for the Invoice. Alternative shipping details can be specified as can a range of Pay Method, Delivery Service used, Qty and a Price Code. The Pricing structure can be changed dynamically by the user. A choice of VAT Codes affords flexibility, ( e.g. export to non EEC country charges 0%). Figures for VAT and TOTAL are displayed and % discounts given if required. The new values are then displayed. 'Input Orders' does not give the final Invoice Document.

Input Orders : ( supplies data for the Invoice document ) Main features include automatic 'look-up' of details from Contacts on record (not yet customers) or from existing customers, which includes the address block for the Invoice. Alternative shipping details can be specified as can a range of Pay Method, Delivery Service used, Qty and a Price Code. The Pricing structure can be changed dynamically by the user. A choice of VAT Codes affords flexibility, ( e.g. export to non EEC country charges 0%). Figures for VAT and TOTAL are displayed and % discounts given if required. The new values are then displayed. 'Input Orders' does not give the final Invoice Document.

	'Handshake' : Gives access to various Reports which are specifically designed to comply with existing company paperwork. 'Sales' paperwork includes the Invoice, Advice Note and Order Forms, the latter tailored with address details preset. Information for Accounts include Invoice Totals, a complete breakdown of figures with column totals. The same information can be supplied between specific dates of Orders taken. Sales Performance figures graphically portray figures analysed by Activity Codes and Source Codes.

'Handshake' : Gives access to various Reports which are specifically designed to comply with existing company paperwork. 'Sales' paperwork includes the Invoice, Advice Note and Order Forms, the latter tailored with address details preset. Information for Accounts include Invoice Totals, a complete breakdown of figures with column totals. The same information can be supplied between specific dates of Orders taken. Sales Performance figures graphically portray figures analysed by Activity Codes and Source Codes.

	Search Switchboard : Searches including which distributors are associated with which customer records and visa versa, Duplicate records, Terminated records ( i.e. marked for exclusion from search or calculation ), Geographical criteria ( i.e. Town / City or County / Country fields ), Position of the contact name in first instance ( i.e. target Health & Safety managers ), date and time of input of records. These features are extended in the Merge dB.

Search Switchboard : Searches including which distributors are associated with which customer records and visa versa, Duplicate records, Terminated records ( i.e. marked for exclusion from search or calculation ), Geographical criteria ( i.e. Town / City or County / Country fields ), Position of the contact name in first instance ( i.e. target Health & Safety managers ), date and time of input of records. These features are extended in the Merge dB.

The 'Merge' Database startup screen.

	Missing and Terminated : includes searches for fields where data is absent, and whose absence may affect statistical results or search results i.e. missing Size or Activity Code or Post code. Default values are imposed in some cases.

	*View Terminate * Link * Mark Records :** A convenient duplicate of the features found in the "Contacts" Database.

	Include latest Records from CONTACTS : Enables recently entered customer data from "Contact" to be included in calculations in "Merge".

	Search Switchboard : Contains a powerful 'Flexible Parameter Search.' A four way split at this point ( shown in screen capture below ) below contains further parameters ( on a further nested screen ) required by the user : Selection 1 then specify a Source Code. (least flexibility) Selection 2 then specify an Activity Code and a Source Code. Selection 3 then specify a Post Letter and a Source Code Selection 4 then specify a Post Letter, Activity and Source. (most flexibility)

Search Switchboard : Contains a powerful 'Flexible Parameter Search.' A four way split at this point ( shown in screen capture below ) below contains further parameters ( on a further nested screen ) required by the user :
Selection 1 then specify a Source Code. (least flexibility)
Selection 2 then specify an Activity Code and a Source Code.
Selection 3 then specify a Post Letter and a Source Code
Selection 4 then specify a Post Letter, Activity and Source. (most flexibility)

This arrangement gives flexibility for the selection of customers records, however the required selection criteria may not be achieved with one 'pass'. In this case subsequent passes build the set of records required. A subsequent control enables an 'update of merge locations' where the user can permanently record the search results in a choice of 8 locations. Once flagged as belonging to a merge location (1-8), a customer (record) is excluded in any further search from re-selection for the same location. 'Outstanding and Reset' options enable comparison with the original records (via an attachment to "Contacts") to give the balance outstanding, those that have been selected, and the ability to reset selected records.

	Merge 'marked' records : allows those customers 'marked' individually to be included for a merge location.



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