Q What will Advent Prospecting do for me?
  1. With diligent use of the Advent Prospecting System, you will have the opportunity to maintain continuous contact with your potential and existing customers. This contact will instill a sense of professionalism in the relationship you build with your clients. This will lead to more sales and more commissions for you.

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  How do I log on to the prospecting system?
  1. The system will ask you for your login name. Enter the name assigned to you by the system administrator and press the key.
  2. The system will next ask you for your password. Enter the password assigned to you by the system administrator and press the key.

Note: The first screen that will appear is the Advent Software Copyright Notice. Press any key to continue and you will immediately be taken to your Work Plan Screen. Login names and passwords should be entered in lower case letters. You should not have the <CAPS LOCK> on. The <NUM LOCK>light should be light on the keyboard, in order to use the calculator keypad as numbers.

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  What is a Work Plan?

A Work Plan is simply a To Do List created from any scheduled activity to take place for your prospects/customers. Activities are Follow up Calls, Appointments and Letters. Some activities are setup to be automatically generated based on criteria specified by the store management; you manually generate other activities. The prospecting system keeps track of the dates that activities are scheduled to take place and show these activities on your Work Plan on that date. Therefore, by viewing your Work Plan daily, you will see everything you are scheduled to complete that day. Do not worry; anything that you do not complete on a certain day will roll over to the next day. When you logon to the Advent System you will automatically be placed in your work plan screen.

An example of the work plan screen is shown below:

+----------------------------- Complete Work Plan -----------------------------+
|                   BILL SMITH                        | Item Detail            |
|              To Do List for All Dates               | Prospect Followup      |
|                                                     | Scheduled: 07/15/1996  |
| Act  Name                Phone (H)     Phone (W)    | EXTENDED 190 LEASE IN  |
| ---  ------------------  ------------  ------------ | Visit Date: 04/10/1996 |
| P-F  CHOW, DAVID                       213-623-5555 |                        |
| P-F  WIES, STEPHEN       818-880-5555               |                        |
| P-F  HERRON, DREW        818-507-5555               |                        |
| P-F  HAINES, ALLEN                     818-295-5555 |                        |
| P-F  COLE, ROBERT                      310-674-5555 +------------------------|
| P-F  SCHMIDT, AUBRY                    503-226-5555 |      September 1997    |
| P-F  ENGEL, GLORIA                     310-201-5555 |   S  M  T  W  T  F  S  |
| P-F  GIAIMO, ROBERT                    213-936-5555 |  -- -- -- -- -- -- --  |
| P-F  MAIORANA, FRANK                   310-858-5555 |      1  2  3  4  5  6  |
| P-F  FACTOR, ALLEN                     310-788-5555 |   7  8  9 10 11 12 13  |
| P-F  REED, KAREN                       310-553-5555 |  14 15 16 17 18 19 20  |
| ~                                                   |  21 22 23 24 25 26 27  |
| ~                                                   |  28 29 30              |
| ~                                                   |                        |
+ F1 - Change Salesperson                             -------------------------+
 1 - Create Prospect  2 - Edit Name     3 - Tag Complete      4 - Change Date   
 5 - View Activity    6 - New Followup  7 - New Appointment   8 - New Letter
 9 - Reassign Name    C - To Customer   T - Go to Today

This screen is divided into four areas. The left side on the screen shows a list of the activities scheduled for you to complete today. Press the <DOWN ARROW> key to move through the activity list. The area on the top right of the screen will give you detail information about the activity for the individual highlighted on the left of the screen. The bottom right hand side of the screen display a calendar for you reference.

The bottom section of the screen is a menu showing which keys to press to do the specified function. Simply press the number or letter specified to activate that particular function.

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  How do I view prospect/customer information?
  1. This action will allow you to see and modify the information concerning the highlighted customer/prospect. This is handy when calling a customer as all the information and notes concerning this person are right in front of you while you are working with this person. Just press <F9 - Exit/Save> to return to your work plan.

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  How do I change the salutation and letter to values for a prospect?
  1. Go to the prospect profile of the individual whose salutation and letter to values need to be modified.
  2. Highlight the first name field and select <F1 - Expand>.
  3. Enter or modify data in the fields provided.
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  How do I complete the activity?
  1. After you have finished with an activity, simply press <3 - Tag Complete> and the activity will be marked as completed and be removed from the work plan.

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  How do I view completed activities?
  1. While in your work plan, the <F10> key toggles between your ToDo list and your Done list.

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  How do I change the date?
  1. By pressing "4" you can pick the period of time that you want your work plan to show. This is a selection of Daily, Weekly, Monthly or All. Usually you are interested in what is scheduled for today, but this feature gives you the opportunity to look ahead to see what activity is scheduled for you.

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  How do I setup the next follow-up call?

Simply press "6" and the following little window will appear so you can schedule a Follow-up Call.

   
+-  Follow-up Scheduler  ---------------------+
|  Bill Smith                                 |
|  Last Followup................ 06/25/1997   |
|                                             |
|  Next Followup Call Date...... __/__/____   |
|                                             |
|  Reminder Message                           |
|  ________________________________________   |
|                                             |
+---------------------------------------------+
  1. Enter the date you wish to schedule the next follow-up call to this customer/prospect.
  2. Type in any small message to remind yourself why you are calling this person on that date.
  3. Press <F9 - Exit/Save> to exit back to your work plan.

Note: If the prospect is not on your work plan, search for the entry using either their prospect number or their name. Once in the individual profile go to <F2-Additional Functions> and choose <6 - Followup>.

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  How do I setup an appointment?

Simply press "7" and the following little window will appear so you can schedule an Appointment for the highlighted customer/prospect.

   
+-  Appointment Scheduler  ---------------------+
|  JOHN BOYD                                    |
|  Last Appointment................ 04/10/1997  |
|                                               |
|  Next Appointment Date........... __/__/____  |
|                                               |
|         Time       Reminder Message           |
|        __:__ __    ________________________   |
|        __:__ __    ________________________   |
|                                               |
+-----------------------------------------------+
  1. Enter the date you wish to schedule the appointment for this customer/prospect.
  2. Type in the time with AM/PM for the time of the appointment.
  3. Type in any small message to remind yourself of the purpose of the appointment for this person on that date.
  4. Press <F9 - Exit/Save> to exit back to your work plan.

Note: If the prospect is not on your work plan, search for the entry using either their prospect number or their name. Once in the individual profile go to <F2-Additional Functions> and choose <7 - Apptment>.

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  What happens if I am not here to do my Work Plan?
  1. Any activity that is not completed on the day scheduled will roll over to the next day. This will continue until the activity is complete.

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  How do I view all the activity for a customer?
  1. If you press "5" all activity for the customer/prospect will display on the screen showing the date scheduled and if it is completed or not.

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  How do I reassign a prospect/customer to another salesperson?
  1. From the Prospect Control menu, select:
    • <9 - Secured Functions>
    • <5 - Reassign Names>
    to get to the Reassign Names menu. There are two methods by which a prospect can be reassigned.
  2. Press <1 - Reassign Salesperson by Group> to reassign prospects by percentage.
  3. Press <2 - Reassign Salesperson by Selection> to reassign prospects individually. This method allows the user to pick and choose which prospects to reassign.
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  How do I change a prospect into a customer?

If at the time of sale the prospect was not pulled into the sale record, then the prospect will remain on your prospect list and not transferred to your customer list. If this happens then do the following:

  1. Ask a sales manager for the deal number for this customer.
  2. Press <C - To Customer> and enter the deal number.
  3. Press <F9 - Exit/Save> to return to your work plan.
  4. The prospect will be transferred to your customer list and all scheduled follow up will be generated.
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  How do I get back to today's Work Plan?
  1. At the top of your work plan screen is the date for the period being displayed. If this date or the period is not for today, you can press "T" and the date and period will change to today.

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  How do I send a letter?

Most, if not all, of the letters will be sent for you automatically. However, if there is a scheduled letter you wish to have sent to the customer, simply press <8 - Schedule Letter> and the following window will display.

   
+-  Letter Tagging  ------------------+
|                                     |
| Tag  Letter Description             |
| ---  ------------------------------ |
|  Y   CUST - 10 Day Follow Up        |
|  N*  CUST - 1 Year Follow Up        |
|  Y   CUST - 2 Year Follow Up        |
|  N   PROS - Did Not Buy             |
|  N   Happy Birthday Note            |
|  N   CUST - Thank You               |
|  N   CUST - Thank You               |
|  N   CUST - Thank You               |
| ~                                   |
| ~                                   |
+-------------------------------------+
| 1 - Tag Yes       P - Print Now     |
| 2 - Tag No    Space - Toggle Yes/No |
+-------------------------------------+

Note: If the prospect is not on your work plan, search for the entry using either their prospect number or their name. Once in the individual profile go to <F2-Additional Functions> and choose <8 - Schedule Letter>.

  1. Press the <DOWN ARROW> key to select the letter you want to send.
  2. You have two choices of how the letter will be printed. Either press <1 - Tag Yes> to tag this letter to be printed for you by the prospecting administrator the next time (s)he processes letters or press <P - Print Now> to have the letter printed now.
  3. Multiple letters can be tagged simultaneously.

Note: If you choose to have the letter printed now, you will need to make sure that letterhead is in the laser printer assigned to your station. Sometimes this is not practical and it is best to just tag the letter to be sent by the prospecting administrator.

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  How do I print letters that are on the tagged letters list?
  1. From the Prospect Control menu, select <7 - Tagged Letters>.
  2. To pick and choose the letters to be printed, highlight the item and press the space bar, then choose <1 - Print Selected>.
  3. If you wish to print all the letters on the tagged letters list select <2 - Print ALL>.
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  How do I enter a new prospect from my Work Plan?

To enter a new prospect simply press <1 - Create> and the following screen will appear:

+------------------------------ Prospect Profile ------------------------------+
|  Type:  Individual                ID #5140                            CREATE |
|  NAME:  First.... ____________              NEXT Followup: None              |
|         Middle... ____________                Appointment: None              |
|         Last..... ____________________  +--------------- Memo ---------------|
|         Title.... ____________          |                                    |
|         Spouse... ____________________  |                                    |
| Street: ______________________________  |                                    |
|   City: ____________________ State: __  |                                    |
|    Zip: _____-____   Yrs: __  Mths: __  |                                    |
| County: ___  _______________            |                                    |
| Phones:  Home (___) ___-____ ext ____   |                                    |
|          Work (___) ___-____ ext ____   |                                    |
|           FAX (___) ___-____            |                                    |
|          ____ (___) ___-____            |                                    |
|                                         |                                    |
| Stock #_________ Spending $     0       |                                    |
|  Year: ____             Trade  YR: ____ |                                    |
|  Make: _______________  _______________ |                                    |
| Model: _______________  _______________ |                                    |
| Color: _______________  _______________ |                                    |
+------------------------------------------------------------------------------+
 SF1 - Credit App   SF2 - Documents    SF3 - Write Letter    SF4 - Cobuyer
 SF5 - Activity     SF6 - Followup     SF7 - Appointment     SF8 - Letters

Note: You can also create a new prospect by selecting <1 - Prospect List> from the Prospect Selections menu and pressing <1 - Create>.

  1. Fill in the information in each field and press <Enter> to go to the next field. If "Expand" is displayed in the bottom right hand corner of the screen, press the "F1 - Expand" key to get a window with the proper choices pertinent to that particular field.
  2. When you finish with this screen press the <Page Down> key to see the next screen as shown below.
+------------------------------ Prospect Profile ------------------------------+
|                                   ID #5140                            CREATE |
| Employer: _____________________________     NEXT Followup: None              |
| Position: _______________                     Appointment: None              |
|   Street: _____________________________ +--------------- Memo ---------------|
|     City: ____________________          |                                    |
|    State: __   Zip: _____-____          |                                    |
|      Yrs: __  Mths: __                  |                                    |
|                                         |                                    |
| Birthday: __/__/__                      |                                    |
|  License: __________  State: __         |                                    |
|      SSN: ___-__-____                   |                                    |
|                                         |                                    |
|   Source: __                            |                                    |
| Category: __                            |                                    |
| Slspersn:    0 BOYD, JOHN               |                                    |
| Referred By:   ____________________     |                                    |
| First Entered: 08/25/1996               |                                    |
|                                         |                                    |
| Demo: N  WriteUp: N  Turned to Mgr: N   |                                    |
|                                         |                                    |
+------------------------------------------------------------------------------+
 SF1 - Credit App   SF2 - Documents    SF3 - Write Letter    SF4 - Cobuyer
 SF5 - Activity     SF6 - Followup     SF7 - Appointment     SF8 - Letters
  1. Complete the information requested on this screen.
  2. Notes may be entered at any time by Pressing the <F4 - Memo> key on the keyboard.
  3. Press the <F9 - Exit/Save> key to get out of the Memo area and back to the entry screen.
  4. Pressing <Page Up> will return to the previous screen.
  5. The bottom of the screen provides keystrokes to continue with the prospect. The "S" indicates to hold down the shift key while pressing the function key designated for your desired action.
  6. Pressing <Shift><F1> simultaneously will proceed to the credit application area for more information, as shown below.
ADVENT MOTORS, INC Credit App V3.52                      Sunday August 25, 1996 
|                                                                              |
|             * * * * * Information Regarding Applicant * * * * *              |
|------------------------------------------------------------------------------|
|        Applying as:  1 Individual         - Previous Employment 5 Years -    |
|     Marital Status:  _                  Employer:  _________________________ |
| Ages of Dependents:  __  __  __         Occupatn:  ____________________      |
|                                           Street:  _________________________ |
|                                             City:  ____________________      |
|        Applying as:  1 Individual         - Previous Employment 5 Years -    |
|     Marital Status:  _                  Employer:  _________________________ |
| Ages of Dependents:  __  __  __         Occupatn:  ____________________      |
|                                           Street:  _________________________ |
|                                             City:  ____________________      |
|   - Previous Addresses 5 Years -           State:  __   Zip: _____-____      |
| Street:  _________________________         Phone:  (___) ___-____            |
|   City:  ____________________           How Long:  __ Yrs __ Mths            |
|  State:  __   Zip: _____-____                                                |
|     How Long: __ Yrs  __ Mths           Employer:  _________________________ |
| In Community: __ Yrs  __ Mths           Occupatn:  ____________________      |
|                                           Street:  _________________________ |
| Street:  _________________________          City:  ____________________      |
|   City:  ____________________              State:  __   Zip: _____-____      |
|  State:  __   Zip: _____-____              Phone:  (___) ___-____            |
|     How Long: __ Yrs  __ Mths           How Long:  __ Yrs __ Mths            |
| In Community: __ Yrs  __ Mths                                                |
+------------------------------------------------------------------------------+
  1. There are seven (7) screen pages to complete the credit application. Fill in as much information as possible and use the codes or entries designated when the "Expand" notification is shown in the bottom right hand corner of the screen. Many "Expand" windows will have specific information as designated by Mercedes Benz Credit Corporation.
  2. The "Expand" windows used with the credit application may have a large number of entries available. You can jump through the list quickly by pressing the first letter of the area you want to go to quickly. Once you find the entry you want - Simply press the <Enter> key to transfer the expand information to the credit application window.
  3. Press the <F9-Exit/Save> key at any time to save the information on you screen and take you back to the previous menu or screen. Entering prospect or customer information is the same. You can create a prospect from the prospect list from the main prospecting menu or from your work plan.

Note: The <F9 - Exit/Save> key will always take you back one level and save your information. If you get lost, just press <F9 - Exit/Save>.

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  How do I find an existing prospect?

    From your Work Plan, press:

    • <4 - Search List> to search by the current sort field (Prospect Name or Visit Date).
    • <S - Search> to search by Prospect Number or Name.

    Note: You can also search for a prospect by selecting <1 - Prospect List> from the Prospect Selections menu.

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  How come I can find a customer in the customer screen and not in the prospect screen?
  1. Customers created in the customer screen are only transferred to the prospect database when the deal attached to this customer is RS'ed.

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  How do I get to the credit application input screens?

    From your work plan, highlight the prospect whose credit application you wish to view or modify, select <2 - Edit Name> then go to <F2 - Additional Functions> and choose <1 - Credit Application>.

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  What is the Activity List menu?

When you press <F9 - Exit/Save> while in your Work Plan, you will exit back to the Activity List Menu. The Menu will appear on your screen as shown below.

   
ADVENT MOTORS, INC. Prospect Control V3.56    Saturday September 6, 1997
________________________________________________________________________________
__+---------------------------+_________________________________________________
__|    Prospect Selections    |_________________________________________________
__|---------------------------|_________________________________________________
__|  1 - Prospect List        |_________________________________________________
__|  +-----------------------+|_________________________________________________
__|  |     Activity List     ||_________________________________________________
__|  |-----------------------||_________________________________________________
__|  |  1 - Work Plan        ||_________________________________________________
__|  |  2 - Stats for Day    ||_________________________________________________
__|  |  3 - Stats for Week   ||_________________________________________________
__|  |  4 - Stats for Month  ||_________________________________________________
__+--|  5 - View All Stats   |+_________________________________________________
_____+-----------------------+__________________________________________________
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
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  How do I look at my statistics?

Selections 2 through 5 of the Activity List menu deal with displaying your personal statistics. This will show you how well you are accomplishing your tasks, including how may prospects your are talking to and entering into the system. This is for display only and requires no input. Press <F9 - Exit/Save> to go back to the Prospect Selections Menu. This is the main menu for the Advent Prospecting System and is shown below.

ADVENT MOTORS, INC. Prospect Control V3.56      Monday September 8, 1997
________________________________________________________________________________
__+---------------------------+_________________________________________________
__|    Prospect Selections    |_________________________________________________
__|---------------------------|_________________________________________________
__|  1 - Prospect List        |_________________________________________________
__|  2 - Customer List        |_________________________________________________
__|  3 - Activity List        |_________________________________________________
__|  4 - Quick Quote          |_________________________________________________
__|  5 - Goal Tracking        |_________________________________________________
__|  6 - Vehicle Search       |_________________________________________________
__|  7 - Tagged Letters       |_________________________________________________
__|  8 - Report Selections    |_________________________________________________
__|  9 - Secured Functions    |_________________________________________________
__+---------------------------+_________________________________________________
________________________________________________________________________________
ADVENT MAINTENANCE, Advent Maintenance
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  How do I get a payment quote?

Pressing "4" on the Prospecting Selections Menu will take you directly into the Quick Quote program. The screen will be shown as follows:

   
ADVENT MOTORS, INC. Prospect Control V3.56            Saturday September 6, 1997
________________________________________________________________________________
_+-  Quick Quote  ------------------------------------------------------------+_
_|                                            |   Amount Financed Itemization |_
_| Stock #   951607 95 MERCEDES-BENZ E320A CA |                               |_
_|                    VIN #WDBEA66EXSC283211  |  M.S.R.P.......... $ 79595.00 |_
_|                                            |  Dealer Doc Fee... $    35.00 |_
_|    M.S.R.P.................. $ 79595.00    |  Sales Tax........ $  6569.48 |_
_|    Cash Down................ $     0.00    |  Luxury Tax....... $  4559.50 |_
_|                                            |  DMV Fees......... $     7.00 |_
_| Term   Retl Pymt     Lse Pymt   Lse DrvOff |                     --------- |_
_| ----   ---------    ---------   ---------- |  Total Sale....... $ 90765.98 |_
_|  24   $  4146.62   $  2205.89   $  2212.89 |  Less Cash Down... $     0.00 |_
_|  36   $  2886.33   $  1759.35   $  1766.35 |                     --------- |_
_|  48   $  2258.72   $  1556.90   $  1563.90 |  Amount Financed.. $ 90765.98 |_
_|  60   $  1884.15   $  1404.03   $  1411.03 |                               |_
_|                                            |                               |_
_+----------------------------------------------------------------------------+_

Simply enter a stock number of the automobile you are interested in quoting and the screen will show retail pay lease payments for 24,36,48 and 60 mos. This will give you a good starting place to work with the customer. You can change the MSRP and Cash Down lines and the payments will change appropriately. If you see an asterisk next to the lease payments, then the system was unable to determine the proper residual for the requested automobile. This usually happens with used cars.

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  How do I set goals?
There are two options:

The goal tracking facility in the Advent Prospecting System allows you to set your goals for as many months in advance as you like. The goal tracking system will show you how you are progressing with meeting your goals. The goal tracking screen is shown below.

   
BEVERLY HILLS LTD Prospect Control V3.56            Saturday September 6, 1997
________________________________________________________________________________
_+-  Goal Tracking  ----------------------------------------------------------+_
_| ADVENT MAINTENANCE                                                         |_
_|                            ** September 1997 **                            |_
_|                                                                            |_
_| Goal -- Seen Contacts:    25     Demos:    15      Writeups:    10         |_
_|                                                                            |_
_| * SALES *                                                                  |_
_|          Units    Units          Mthend*    Comm   Comm             Mthend*|_
_|           Sold     Est.   Prcnt   Track   Earned    Est.    Prcnt    Track |_
_|         ------   ------   -----  ------   ------   ------   -----   ------ |_
_| New       2.00    10.00    20%    10.00      800     5000    16%      4000 |_
_|                                                                            |_
_| Used      1.00    10.00    10%     5.00      900     5000    18%      4500 |_
_|         ------   ------                   ------   ------                  |_
_|                                                                            |_
_| Totals    3.00    20.00    15%    15.00     1700    10000    17%      8500 |_
_|                                                                            |_
_|                *Mthend Track based on 6 expired days of 30.                |_
_ F1 - Change Slsprsn   PgUp - PrevMth   PgDown - NextMth   F10 - Print   EXIT _

To set up your goals do the following:

  1. Enter how many contacts you expect to see.
  2. Enter the number of demos you expect to give.
  3. Enter the number of writeups you expect to get.
  4. Enter the number of new and used cars you expect to sell under "Units Est.".
  5. Enter the amount of Commission you expect to make under "Comm Est."

To Track how you are doing, enter the following:

  1. When you sell a car increase the number under "Units Sold".
  2. Increase you commission earned under "Comm Earned".
  3. The system will show you the percent of units and commission you have earned so far compared to your goals. The system will also show you based on your current track how many units and how much commission you will earn this period.
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  How do I perform a vehicle search?

The Vehicle Search window can be accessed by selecting <6 - Vehicle Search> from the Prospect Control menu.

This will allow you to search through your prospects to see which people have a particular car to trade in or that they are looking for based on the data you entered in the prospecting entry screen. You can also search the dealership inventory for a particular car.

The Vehicle Search window appears as follows:

   
+-  Vehicle Search  ---------------------------+
|                                              |
| Enter the values you want to search for in   |
| any or all of the "Search for" fields, then  |
| begin a search for matches by pressing F1,   |
| F2, or the F3 key as described below.        |
|                                              |
|  Include customers in search (Y/N)? N        |
|                                              |
|  Search for Year.......... ____              |
|             Make.......... _______________   |
|             Model......... _______________   |
|             Color......... _______________   |
|                                              |
|  F1 - List Prospects Wanting Above Vehicle   |
|  F2 - List Matching Prospect Trade-Ins       |
|  F3 - List Matching In Stock Vehicles        |
+----------------------------------------------+
  1. To search your prospect base enter "Y" to "Include customers in search (Y/N)?"
  2. Fill any or all of the areas for year, make, model or color.
  3. Press F1 to list your prospects looking for that vehicle or
  4. Press F2 to list your prospects who have that vehicle as a trade in or
  5. Press F3 to search the dealership inventory for that vehicle.
  6. Press <F9 - Exit/Save> to return to the main prospecting selections menu.
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  How is a standard letter sent?

The dealership will assign a person to be the Prospecting Administrator. This person will process all the letters that need to be sent out each day. They will do all the work in the Tagged Letters screen. You will not have a need to use this screen. It is shown below for information only.

   
ADVENT MOTORS, INC Prospect Control V3.56            Saturday September 6, 1997
_+-  Tagged Letters  ---------------------------------------------------------+_
_|                                                                            |_
_|   Scheduled   Letter Prospect/Customer          Missing  Tagged By         |_
_|   ----------- ------ -------------------------  -------  ----------------  |_
_|    05/17/1996 F&I    220 NORTH LAKE INC                  GOODMAN, MARTY    |_
_|    11/15/1996        SAMUEL HELLER                       ANISH, LARRY      |_
_|    08/06/1997 F&I    TIM GILL                            MAINTENANCE, ADV  |_
_|  ~                                                                         |_
_|  ~                                                                         |_
_|  ~                                                                         |_
_|  ~                                                                         |_
_|  ~                                                                         |_
_|  ~                                                                         |_
_|  ~                                                                         |_
_|  ~                                                                         |_
_+----------------------------------------------------------------------------|_
_| 1 - Print Selected   3 - Remove Selected   5 - Edit Prospect     EXIT/SAVE |_
_| 2 - Print ALL        4 - Remove ALL        Press F5 for Help    PageUp/Dwn |_
_+----------------------------------------------------------------------------+_
ADVENT MAINTENANCE, Advent Maintenance
  1. From the Prospect Control menu, select <7 - Tagged Letters> to get to the Tagged Letters listing.
  2. Letter activities may be printed one at a time or in batch:
    • To print a single letter, highlight the selected letter and press <1 - Print Selected>.
    • To print multiple letters, highlight each letter and press the space bar to select it. Press <1 - Print Selected> to print the selected letters.
    • To print all letters, press <2 - Print ALL>.
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  How can I get reports?

Several reports are available for the prospecting system. The following reports screen is an example. This screen for your dealership may be slightly different.

BEVERLY HILLS LTD Report Prospects V3.56            Saturday September 6, 1997
| Accounting Month: 08/96                                                      |
| Printer: DEFT   Copies: 01     F10 toggles Output: To Printer                |
|------------------------------------------------------------------------------|
|  1 - Prospect Information                                                    |
|  2 - Customer Information                                                    |
|  3 - Birthday List                                                           |
|  4 - Anniversary List                                                        |
|  5 - Mailing Labels (5160)                                                   |
|  6 - Follow Up by Source                                                     |
|  7 - Pros/Cust Report                                                        |
|  8 - Pros/Cust by Date                                                       |
|  9 - Prospect Download                                                       |
|                                                                              |
|                                                                              |
|                                                                              |
|                                                                              |
|                                                                              |
|                                                                              |
+------------------------------------------------------------------------------|
| Selection: __                                                                |
+------------------------------------------------------------------------------+

If you wish to see the report on the screen before printing press <F10>to toggle the output between the screen and the printer.

  1. Enter the number of the report you wish to run.
  2. Answer the questions presented to you and press <ENTER> after each answer.
  3. If you have toggled the output to the screen and you want to print the report just press 'P' and the report will print on the printer assigned to your station.
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  How do I use the prospect and customer lists?

The Prospect and Customer List screens are almost identical.

+------------------------------- Prospect List -------------------------------- 
| Sorted by Name                                                  Mode: SINGLE  
| Visit Date  Name                  Home Phone      Work Phone      Model       
| ----------  --------------------  --------------  --------------  ----------  
| 05/19/1996  ANTRILLO, JEFF        (___) ___-____  (___) ___-____              
| 06/20/1996  AOYAGI, TOSHIO        (702) 233-5555  (___) ___-____              
| 07/01/1996  APPEL, JEFF           (___) ___-____  (213) 969-5555               
| 04/19/1996  ARANITA, JON          (818) 848-5555  (213) 937-5555               
| 06/16/1996  ARJE, MOJGAN          (___) ___-____  (___) ___-____  S500V       
| 05/23/1996  ARMENDARIZ, WENDY     (___) ___-____  (714) 541-5555  C280 SPORT  
| 05/03/1996  ARMSTRONG, MARK       (310) 287-5555   (___) ___-____              
| 04/22/1996 *ARNOLD, LARKIN        (___) ___-____  (310) 858-5555               
| 06/03/1996  ARNOLD, JULIE         (213) 936-5555   (310) 547-5555               
| 04/23/1996  ART, SIDNEY           (___) ___-____  (310) 858-5555               
| 04/24/1996  ASEL, DIETER          (818) 709-5555   (310) 949-5555               
| 06/26/1996  ASHEGHIAN, MEHRDAD    (___) ___-____  (___) ___-____              
| 04/29/1996  ASHENOFSKY, SAM       (___) ___-____  (310) 447-5555               
| 07/30/1996  ASHERSON, NEVILLE     (___) ___-____  (___) ___-____              
| 07/15/1996  ASSANTI, ALBERT       (___) ___-____  (310) 477-5555               
| 06/26/1996  ATTHAWIMOL, SUPACHAI  (310) 575-5555   (___) ___-____  E320A CABR  
| 04/22/1996  AULT, RACHEL          (310) 470-5555   (___) ___-____              
+------------------------------------------------------------------------------ 
 1 - Create     2 - Change     3 - Remove        4 - Search    C - To Customer  
 5 - Activity*  6 - Followup   7 - Appointment   8 - Letters   9 - Set Sorting  
  1. Use the <ARROW> keys to navigate up and down through the list. You can also press "4" and type in the customers last name to jump to that customer in the list.
  2. Select any on the menu items at the bottom of the screen to perform the desired action on that customer. These actions have been explained previously in this document with the exception of "9 - Set Sorting". Pressing the "9" key will re-sort the list into date order with the newest prospect at the top. To switch back to alphabetical order press "9" again.
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  What are the prospect and customer profile screens?

The Prospect and Customer Profile screens are alike, but some of the menu items are slightly different. The differences will be explained at the end of this section.

The Profile Screens appear as follows:

+--------------------------- Customer #424 Profile ----------------------------+
|  Type:  Individual                                                    CHANGE |
|  NAME:  First.... LOURDES                NEXT Followup: None                 |
|         Middle... D                        Appointment: None                 |
|         Last..... ACOSTA                +--------------- Memo ---------------|
|         Title.... MS                    |                                    |
|         Spouse... ____________________  |                                    |
| Street: 9527 GERALD AVE                 |                                    |
|   City: NORTHILLS            State: CA  |                                    |
|    Zip: 91343-0000   Yrs: __  Mths: __  |                                    |
| County:  19  LOS ANGELES                |                                    |
| Phones:  Home (818) 892-5555 ext ____   |                                    |
|          Work (818) 727-5555 ext ____   |                                    |
|           FAX (___) ___-____            |                                    |
|          ____ (___) ___-____            |                                    |
|                                         |                                    |
| Stock #   951174 Spending $     0       |                                    |
|  Year: 1995             Trade  YR: ____ |                                    |
|  Make: MERCEDES-BENZ    _______________ |                                    |
| Model: E320W            _______________ |                                    |
| Color: EMERALD          _______________ |                                    |
+ F10 - View Deal Info --------------------------------------------------------+
 SF1 - Cred App  SF2 - Documents  SF3 - WriteLtr  SF4 - Cobuyer  SF9 - CredRept 
 SF5 - Activity  SF6 - Followup   SF7 - Appntmnt  SF8 - Letters

There are two screens in the prospect/customer profile screens. You just toggle back and forth between the two using the <PAGE UP> and <PAGE DOWN> keys.

  1. The "S" in front of the function key number for the menu items means to hold down the <SHIFT> key and press the appropriate function key.
  2. Pressing <SHIFT><F1> will take you into the complete credit application.
  3. Pressing <SHIFT><F2> will take you to the print documents screen as shown below.
BEVERLY HILLS LTD Report Prospects V3.56            Saturday September 6, 1997
| Accounting Month: 08/96                                                      |
| Printer: DEFT   Copies: 01     F10 toggles Output: To Printer                |
|------------------------------------------------------------------------------|
|  1 - Prospect Information                                                    |
|  2 - Customer Information                                                    |
|  3 - Birthday List                                                           |
|  4 - Anniversary List                                                        |
|  5 - Mailing Labels (5160)                                                   |
|  6 - Follow Up by Source                                                     |
|  7 - Pros/Cust Report                                                        |
|  8 - Pros/Cust by Date                                                       |
|  9 - Prospect Download                                                       |
|                                                                              |
|                                                                              |
|                                                                              |
|                                                                              |
|                                                                              |
|                                                                              |
+------------------------------------------------------------------------------|
| Selection: __                                                                |
+------------------------------------------------------------------------------+
  1. Select the number of the document you wish to print and press <ENTER>.
  2. Answer any questions and press <ENTER> after each answer and the specified document will print on the laser printer assigned to your station.
  3. Press <F9 - Exit/Save> to return to the customer profile screen.
  4. Pressing <SHIFT><F3> will take you into the letter writer screen. This function is designed to allow you to send a short letter to a customer or prospect. The Letter Writing screen is shown below:
+------------------------------------------------------------------------------+
| September 9, 1997                                                            |
|                                                                              |
|                                                                              |
|                                                                              |
| Mr. John Boyd                                                                |
| 123 Main Street                                                              |
| Torrance, CA 90501                                                           |
|                                                                              |
|                                                                              |
| Dear Mr. Boyd,                                                               |
|                                                                              |
|                                                                              |
|                                                                              |
| Sincerely,                                                                   |
|                                                                              |
|                                                                              |
|                                                                              |
| Tim Gill                                                                     |
| ADVENT MOTORS, INC.                                                          |
|                                                                              |
|                                                                              |
|                                                                              |
+------------------------------------------------------------------------------+
F2 - Attributes                 F5 - Help                   F10 - Print Letter
  1. As you can see the letter is already formatted for you. Just start typing whatever you want to say.
  2. While in the Letter Writer, pressing <F2 - Attributes> will pop up a window as shown below. This window allows you to change the Font or Margins for your letter.
+-  Letter Attributes  ------------------+
|                                        |
|  Font..................  1 Courier     |
|                                        |
|  Top Margin............   2.00 inches  |
|                                        |
|  Left Margin...........   1.00 inches  |
|                                        |
|  Right Margin..........   1.00 inches  |
|                                        |
+----------------------------------------+
  1. Press <F9 - Exit/Save> to return back to the letter writer screen.
  2. While in the Letter Writer, pressing <F5 - Help> will pop up a window as shown below.
+-  Edit Key Map  -----------------------------------------+
|                                                          |
| Key              Function                                |
| -----------      --------------------------------------- |
| F1  (EXPAND)     Toggle between Insert and OverType mode |
| F2  (ADLD FTS)   Change the printing attributes          |
| F5  (HELP)       Display help window                     |
| F8  (EXIT/ABORT) Exit window and discard changes         |
| F9  (EXIT/SAVE)  Exit window and save changes            |
| F10              Print letter                            |
| Home             Move to beginning of text               |
| End              Move to end of text                     |
| Left Arrow       Move cursor 1 position left             |
| Right Arrow      Move cursor 1 position right            |
| Up Arrow         Move cursor 1 line up                   |
| Down Arrow       Move cursor 1 line down                 |
| Page Up/Down                                        EXIT |
+----------------------------------------------------------+
  1. This screen will help you determine the proper key combinations you can use while editing your letter. Use the <PAGE UP> and <PAGE DOWN> keys to scroll through the pages of this key map.
  2. Press <F9 - Exit/Save> to return to the letter writing screen.
  3. While in the Letter Writer, pressing <F10 - Print Letter> will print the letter on the laser printer assigned to your station.
  4. Press <F9 - Exit/Save> to return to the profile screen.
  5. Pressing <SHIFT><F4- Cobuyer> while in the profile screen will allow you to input the proper information for a co-buyer. The screen is shown below.
+-  Cobuyer Information  ------------------------------------------------------+
|                                                                              |
|  NAME:  First.... ____________             Birthday: __/__/__                |
|         Middle... ____________              License: __________  State: __   |
|         Last..... ____________________          SSN: ___-__-____             |
|         Title.... ____________                                               |
|                                                                              |
|            Current Address                         Current Employer          |
| Street: ______________________________  Name: ______________________________ |
|   City: ____________________        Position: _______________                |
|  State: __   Zip: _____-____          Street: ______________________________ |
|    Yrs: __  Mths: __                    City: ____________________           |
| County: ___  _______________           State: __   Zip: _____-____           |
| Phones:  Home (___) ___-____             Yrs: __  Mths: __                   |
|          Work (___) ___-____                                                 |
|                                                                              |
|                                                                              |
| F10 - Load Info From Applicant                                      EXIT/SAVE|
+------------------------------------------------------------------------------+
  1. If the co-buyer is a spouse or lives with the customer, pressing <F10 - Load Info From Applicant> will move the last name and address information to this screen automatically. This will reduce the amount of typing required.
  2. Complete the rest of the information.
  3. Press <F9 - Exit/Save> to return to the profile screen.
  4. Pressing <SHIFT><F9 - Credrpt> will pop up the Quick Credit Report Screen as shown below.
+-  Quick Credit Report  --------------------------+
|                                           BUYER  |
| Request from: 1          TRW                     |
|                                                  |
|  NAME  First: JOHN              SSN: 123-45-6789 |
|       Middle: R                 DOB: 09/13/56    |
|         Last: BOYD                 Generation: _ |
|                                                  |
|  ADDR Street: 123 MAIN ST                        |
|         City: TORRANCE             State: CA     |
|          Zip: 90502-0000                         |
|       County: 019  LOS ANGELES                   |
|                                                  |
| Request Options: _______________________         |
|                                                  |
| CBI, TransUnion, and CREDCO require:             |
| House #123    Street: MAIN                       |
|                                                  |
| F10 Request   F11 Options  F12 Switch to Cobuyer |
+--------------------------------------------------+
  1. Any pertinent information entered into the profile screen will automatically carry over to the Quick Credit Report Screen. Complete any of the blanks.
  2. Press <F10 - Request> and the system will go get the credit report for this customer and print it on the laser printer assigned to your station. The window will automatically close when you request the report and return you to the profile screen.
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  How do I use desktop tools?

While in the Prospecting System if you press the <F7 - Edit> key the Desktop Tools menu will pop up as shown below:

+------------------------+
|     Desktop Tools      |
|------------------------|
|  1 - Calendar          |
|  2 - Quick Quote       |
|  3 - Vehicle Search    |
|  4 - Screen Lock Menu  |
+------------------------+
  1. Pressing "1" will pop up a calendar for reference.
  2. Pressing "2" will take you straight to the Quick Quote Screen.
  3. Pressing "3" will take you straight to the Vehicle Search Screen.
  4. Pressing "4" will allow you to lock your screen by entering a password. To unlock the screen you will enter the same password.


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