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Repeat Visit Report
 

 

 

 

Repeated Visit Call Report Demo Form

This form is included in the demonstration form set and can be downloaded by clicking on this link.

Note October 2006: There are minor differences to this form from the screen shots shown below due to program and demonstration updating!

The Generic Sales Repeat Visit Form for MaxForms in the file "Sales Repeat Visit Form.ZMF"

Introduction

This form is a pre-built element that can be used either to demonstrate MaxForms or as the basis for building a real client's form. Sales visit reports are a common requirement in Maximizer systems and this form incorporates a series of useful, common features in a single, reusable form.

This form is suitable for those clients where salespeople sometimes call on more than one occasion during the call report cycle on a single client. To enable each visit to be included in the period report, multiple call reports must be included in Maximizer. This form automatically generates these and they are shown in the Contact window. It is this creation of multiple visits that distinguishes this form from the Sales Call Report Form.

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What is in it?

Every company wants different information in their sales visit reports. The items included in this one can be easily changed to suit a real client's requirements.

The date of the visit and the name of the salesman are needed to select the right visits for the period end report for the Sales Manager. This form will not create a report unless the name of the salesperson is completed.

The form allows the writing of a full text note to record the details of the meeting. This note has been laid out with some headings pre-completed to fit it with the information the Sales Manager might want the Salesman to record. The form is configured so that the note will only be created if the default content is actually changed.

In addition the details of any follow-up action are recorded for reporting and the Salesman can create a Hotlist task to remind him about the follow-up. He can also use the Calender Appointment button to enter the next visit date if one is arranged with the client.

The other items, "Was the call requested?", "How many customer facing staff?" and "Matters Discussed" are included as information that the Sales Manager wishes to know for sales management purposes. Because these are recorded into User defined fields, the information is available for later analysis of visit patterns across the salesforce. For a real client different items will be relevant and these may change over time as the targeting of the salesforce changes.

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sales_repeat_visit_form.gif (21181 bytes)

Practical Use for Demonstration

The User defined fields that are used by the form are listed below. These fields must exist in the open Address Book Folder for the form to run. They are incorporated in the current MaxForms Demonstration Address Book Folder. This can be sent to you by Email on request or is available for download from www.saysales.com. A Column View and Macro are also included in it to produce a matching visit report by Salesperson. (Remember Login is as MASTER with NO password!) In addition to the form file itself (Sales Repeat Visit Form.zmf) the file Report.ZMN is necessary for the form to work and should be placed in the same folder as the form, or else in the MaxForms application folder. This contains the details required for the creation of the visit report records.

If you have built extra functionality into the MaxForms demonstration Address Book Folder which you do not wish to lose, then you can transfer the User defined fields and the accompanying Column View and Macro from a copy of the new Address Book Folder into your old one. To do this you should follow the same instructions as for "Practical Use for a Real Client". The search catalogues must be recreated manually.

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Demonstration Tips

As with all MaxForms demonstrations, you must open a suitable Address Book Folder that contains the appropriate user defined fields (ie the Demonstration one or one with the field used copied from it.) and then run MaxForms and the MaxForms file. If you have used the form before, this is conveniently done by double-clicking it in the recently used file list. We suggest you leave both the Maximizer and MaxForms windows open and use the Taskbar to switch between the two as necessary.

For this form we suggest that you show the way a salesman records a visit report by selecting a contact, refreshing the MaxForms to show the current contact and then entering a set of dummy information including a brief note, a Hotlist task for a telephone call, and an Appointment to see the client again in three months time. Complete most of the fields so that the reports you show on this and subsequent occasions have some substance to them. Clicking the button "Create a Call Report in Maximizer" causes a record to be created in Maximizer as a contact to the current client with all the basic information from the person selected copied into it. The information on the form is then written to the User Defined Fields and Notes of the new record.

We suggest that you then show how the call report can be viewed by the salesman or his manager by selecting the call report record and showing the information displayed in Maximizer by choosing the Repeat Visit column view in the contact window, and also by returning to MaxForms and clicking Refresh on the menu. The note previously written will not be displayed in MaxForms but you may wish to show the note by double-clicking it in Maximizer.

We suggest that you show the recall appointment by using the Activities button on the Maximizer toolbar.

Turning to the Sales Managers role, you can show how he can generate a Sales Call Report by running the Macro called "Repeat Visit Report". This loads the appropriate column view into the Client window and calls a search catalogue to choose the repeat visits for all the salespeople. Clicking on the head of the salesperson column will group the reports by salesperson. Clearly the search criteria for this could be easily changed to provide a weekly or monthly summary for all sales calls or to analyse the calls by subject discussed etc. An Export Macro can export the data for analysis in an Excel pivot table report.

(The demo is set up to work on only Contacts. It will give an error message if a Company record is selected. The macros for the display of the summary report is in fact more complex than would be required in a real client system because the same Address Book Folder is used to demonstrate both types of call report.)

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Practical Use for a Real Client

To transfer the required structure to use the form as it stands into the Client's Address Book Folder you should open up the MaxForms Demonstration Address Book Folder and choose the File Menu, Transfer, User defined fields and then select the fields below.

T1 Salesman
T2 Date of Last Call
T3 Was call requested?
T4 Matters Discussed
T5 Prospect/Client Status
T6 No customer facing staff
T7 F/up Activity Required
T8 Follow up Activity Details

Repeat the operation with File Menu, Transfer, Column View and then select the View below.
Sales Call Report Summary

Repeat the operation with File Menu, Transfer, Macro and then select the Macro below.
Repeat Visit Report

The built in Search catalogues must be recreated manually in the other Address Book Folder.

Changing the user defined fields used to those required by the client involves changing them in both Maximizer and then in MaxForms. (In the edit screen, double click the control and choose the Maximizer Field button to choose the newly named field.)

To change the details held in the Report.ZMN file, you may either edit it in Notepad or else place it in the MaxForms application folder where it will be found by the "Edit, Set Tab Mode" menu item in MaxForms .

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This form is one of a series of demonstration and generic base MaxForms form files.


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Last modified: October 25, 2006      Hit Counter

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