Ship-to addresses that are additional to the one entered on the Customer record are entered on this screen. You can also list anyone you want to keep record of which are neither vendors nor customers.
To set up a new Name, go to the N screen. Press Ctrl+N for a blank screen to enter the new Name. Type the new Name the way that it appears in the phone book: last name, comma, first name, space, middle name or initial.
The rest of the fields on the Names screen are optional, depending on your needs. The information in these fields can be entered or changed at any time.
When you are done, press F9 to save. The cursor returns to the Code field. To enter another Name, press Ctrl+N. The Name you just entered disappears, but has been filed safely away for future use.
Helps Accessed From the Names (N) Screen
File Help (N)
Ctrl+N—clears the screen so that you can enter a New record.
F5—exits lookup.
F6—opens lookup.
F9—saves record.
Shift+F9—deletes record.
F10—goes to the Selection Screen.
Shift+F10—goes to the Menu Bar.
Esc—exits one level.
Alt+F4—exits ABC.
Ctrl+D—Duplicates. If you want to enter the same, or almost the same information under a different code, type in the new code and press Ctrl+D. You will be prompted to enter the code of the record you wish to duplicate. This transfers Name, Address, Phone #, etc., but not the posted information.
F7—opens/loads previous record.
F8—opens/loads next record.
Shift+F7—When the cursor is on an indexed field, press Shift+F7 to scroll through information in reverse.
Shift+F8—When the cursor is on an indexed field, press Shift+F8 to scroll through information going forward.
Edit Help (N)
Ctrl+C—Copies text. Place your cursor on the field that contains the text you wish to copy and press Ctrl+C. Then move your cursor to the field you want your information copied to and use the paste (Ctrl+V) function.
Ctrl+V—pastes text. Any text that has been copied (with Ctrl+C) or cut (with Ctrl+X) may be pasted into any other field by using the Ctrl+V function. Simply place your cursor in the field you want to copy the information to and press Ctrl+V.
Ctrl+X—cuts text. Place your cursor on the field you want the text removed from and press Ctrl+X. The text will disappear. If you want to replace this text in another field, simply move your cursor to that field and use the paste (Ctrl+V) function.
Ctrl+Z—Zap! Undoes latest changes to the line the cursor is on.
Ctrl+G—Gets or jumps to the address of a certain field. When you press Ctrl+G, a message box appears telling you the address of the field your cursor is on. You are also given opportunity to jump to another address. Enter the location number of the field you want to jump to, or enter F and the field number of the field you want to jump to.
Ctrl+J—accesses a Journal to record anything that you want to remember about this person. To see previous notes, press Ctrl+J. When you are done, press F9. The notes will be saved with the date and time.
Ctrl+K—accesses a second journal. It is similar to the Ctrl+J journal, but saves your notes with only the date.
Ctrl+M—Gives you a Memo or Message pad with the date and inside address as a heading, ready for you to type a letter to the currently loaded vendor. To print the letter, use the Ctrl+P command. To return to the customer screen, press F9 once to save the letter and once to return. The letter is kept on record and can be accessed by pressing Ctrl+M and then paging back with F7.
Ctrl+T—Telephone dialing. This option allows you to dial the phone # for the person or business currently on your screen. Press Ctrl+T. You will be given a choice of numbers if more than one number on record. Press Enter on the correct number and the number is dialed. (A TAPI driver must be installed on your computer to run this feature. Contact your ABC Accounting representative for further information.)
Ctrl+W—puts the Reference Code on a Word Processor list. To see the list, press F10, W, Ctrl+N and then find the record titled NLIST. See Ctrl+W.
Alt+Y—When you press Alt+Y, you will be asked, "Transfer Name to (C)ustomer, (V)endor, or (E)mployee?". This allows you to transfer the customer's name, address and phone number to one of these three screens, by pressing C, V or E. This is to save time when someone fits into more than one category.
Shift+F3—brings up an accountant's* calculator when your press it the first time. The second time you press it, the final calculations showing are entered into the field the cursor was on.
+ adds or totals - subtracts / divides
* multiplies ) clears ( exits calculator
= totals or equals
*If you are not familiar with an accountant’s calculator, you may want to take a little time to familiarize yourself with the differences in usage here. Figures are entered as positive or negative: i.e. 100+50-75= would be entered as 100+; 50+; 75- The answer calculates each time you press the positive or negative sign. The = sign or Enter key seldom need be used unless you are multiplying or dividing.
Reports Help (N)
(The F11 hot key takes you straight to the Report Menu. Then you can just press the letter of the report you wish to run. Of course, using your mouse works too.)
L—prints an address Label for the currently loaded customer.
E—prints the customer's address for or on an Envelope. You will be asked if you are printing for a window envelope. If you press Y for Yes, the address will be printed so that on plain paper the address would show through the window when the paper is folded. If you press N for No, the address will be printed on a plain envelope.
Links Help (N)
Address—Click on the Address link to lookup this customer’s address on Google maps. Quick way to get directions to a customer’s place when you are a service technician.
Verify—The Verify link takes you into www.melissadata.com to verify this customer’s information.
Telephone—Click on the Telephone link to go to www.whitepages.com search function.
Email—If this customer has an email address listed, click on the Email link to be taken into your email program with this customers address inserted in the To field.
Code (N.0)
If the Code Generator for names has been set up on the Company Setup (#) screen, skip this field and start entering information in the Name field. The program will create a systematic code for you once you enter the name in the Name field.
If you are not using the Code Generator, we suggest using the same type of logic for constructing the code as is used for the Customer code. For help on entering customer codes manually, see the section titled “Manual Code Setup” in the Customer screen helps.
Type the name as it appears in a phone book: last name, comma, first name, and middle initial. If you use a comma in the name, what follows the comma will be placed first when it's printed. For example, Wenger, T. Ray will be printed as T. Ray Wenger.
This can be used as an additional name or address line. Enter the information here as you want it to appear on invoices and labels.
Enter the person's street address here as you want it to appear on invoices and labels.
All addresses in the system use a common Zip Code screen. When you enter a zip code, the cursor goes to the city and state fields only if zip code is not in the Zip Code files. Once the city and state have been entered, the only way to change them is by using the Zip Code (Z) screen.
NOTE: Changing the information on the Zip Code (Z) screen will change ALL addresses containing that zip code!
Do NOT enter the extension in the zip code field. A separate field is provided for the extension.
In some cases, two cities share the same zip code. Use the zip code as normal for one of the cities. For the other city, attach an A (.) to the end of the zip code to make it unique. For example, use 17538 for Landisville, PA, and use 17538A for Bamford, PA. A third town with the same zip code, would get a B, and so on. Pressing F6 on the zip code field when the wrong address comes up for the zip code you entered will often reveal that the other towns for that zip code are listed. Just choose the correct one.
On most screens that contain zip codes, you can page through the records by Zip, using Shift+F7 and Shift+F8 with the cursor on the Zip field.
Zip Code Extension (N.5)
If the address has a four-digit extension, enter it here.
E-mail (N.6)
Enter the person's e-mail address here.
Telephone # (N.7)
Enter the phone number here. When you enter 10 characters, the phone number will format automatically. This appears on various reports. You may enter several phone numbers on this line, separating them with commas. But the program auto-formats only the first phone number entered.
Telephone dialing. This option allows you to dial the phone # for the person or business currently on your screen. Press Ctrl+T. You will be given a choice of numbers if more than one number on record. Press Enter on the correct number and the number is dialed. (A TAPI driver must be installed on your computer to run this feature. Contact your ABC Accounting representative for further information.)
You can page through the records by telephone numbers when you use Shift+F7 and Shift+F8 with the cursor on this field.
Notice that the word telephone is highlighted as a hotlink. It will look up the phone number in the online white pages.
You may enter a code here to sort the Names screen. Report # 6-5, NAME LISTING, and Report # 6-9, NAME ADDRESS LABELS, give you the option to select only names that have the same code. This is useful for mailings to only certain types of people on your Name screen.
This is an information field which may be used with the optional ABC Shipping Manifest Module; R for Residential customers or C for Commercial customers.
This field is for a person’s title. That could include most anything. Possibly something like doctor or teacher or any other identifying information you wish to record.
Contact (N.28)
This is extra space for further contact information.
Federal Identification (N.29)
This field is for Social Security number or other federal identification number that you wish to track.
Comment (N.14)
This field is for comments.
In the event of a long message, just keep typing. The field will scroll and allow you to enter quite a lot here. To view it later, click on the little curved arrow icon. A box opens up for viewing whatever was entered here in its entirety.
Default Record Setup (N)
A Default Record is a record that contains all the information you want to repeat on most or all of the records you will enter into this file. Setting up a default record saves the operator from entering the same information again and again.
To set up a default record, use a quote (") as the code of the record. Then enter any information on the screen which is usually true.
When this information is entered, save the record with F9.