To alter the behaviour of screens as you navigate in SELLIT select the 'Maintain' menu by either pressing ALT + 'M' or right-click with the mouse on an unused area of the SELLIT screen. Then select 'Settings'.

In the 'Display' tab you can set the display behaviour by clicking on the option you require.

When you have finished click 'Apply' to save the new settings.

To alter the screen size of SELLIT select the 'Maintain' menu by either pressing ALT + 'M' or right-click with the mouse on an unused area of the SELLIT screen. Then select 'Settings'.

In the 'Display' tab you can set the display size by clicking on the option you require.

When you have finished click 'Apply' to save the new settings.

To turn sounds on or off select the 'Maintain' menu by either pressing ALT + 'M' or right-click with the mouse on an unused area of the SELLIT screen. Then select 'Settings'.

In the 'Sounds' tab you can set the sound to on or off as required.

When you have finished click 'Apply' to save the new settings.

To add correspondence to the current record first click on the 'Correspondence' Tab.

When in the Correspondence tab you will see the following options:

In the file open dialog navigate to the folder containing the correspondence you wish to link with the current record and select the document you require (either by double clicking on the document or by highlighting the document with a single click and then clicking on 'Open' to retrieve the document details)

(Note that the main correspondence format requires Microsoft Word)

The following icons are available to dial a telephone number:

Click on the button to send an email to the email address in the email address window. You should ensure that a valid email address has been entered in the email address window and the record saved

Click on the button to start the mailing process via email.

You will see the 'Email List Names' view. If there are no email list names defined you will need to create one by typing in the name of the email list and pressing enter.

Next, we need to add some email addresses for this email list name. Ensure that the list name you just entered is selected and then click on the 'Add\Update Email Destinations for Selected List Name' button.

You will arrive at the 'Select Email Destinations' view. From here we can add email addresses to the current list name. We can add email addresses to the list name either one at a time or using a batch process.

First we need to select the company whose email address we require. We do this by typing data into any column whose title contains the <> symbols. These symbols mean that we can use this column to carry out a search for the email address we want. Select the column you wish to search by and then click on the column header itself (i.e. the description contained in the <> symbols) and the list will resequence itself based on the current column. Now we can see contact data in the sequence we requested.

Type the first few characters of the data you are looking for in the current column and press the F9 (find) key. SELLIT will locate the first available record which matches the data you entered. If it is not the record you want you can advance quickly through the list using the Page Up/Page Down keys, or on record at a time using the cursor up/down keys. When you have arrived at a record you want you can select it by either double clicking on the record or by clicking on the 'Add Individual Company to Email List' option.

SELLIT will display a message informing you of the email address details which have been added.

Continue in this way to add all the individual email addresses to the list name.

To add email addresses in batch (e.g. all email addresses for England, for instance) click on the 'Add General Selection to Email List' option. You will arrive at the 'Select Contacts' view where you can make general selections of email addresses which will be added to the current list name.

Type the selection criteria of the data you are looking for in the windows (You can access selection prompts where you see the icon, these are designed to make data selection as easy as possible).

When you have completed entering your selection data click on the 'Continue' button to proceed.

SELLIT will now locate all records which match the selection criteria you entered. Records which SELLIT selects and which contain an email address will be added to the current list name.

We can at any time go back to the 'Email List Names' view where we can click on the 'View Current Selection' button to view the email addresses selected. Note that the selection process will not be complete until you receive a message from SELLIT to say the selection has completed.

To start the email mailing process click on the 'Start Email Process' option.

You will see the 'Create Email for Email Circular' view. Here we can compose our email and then send it to all the email addresses contained in the current Email list name.

It is adviseable to type in the email subject information in the 'Subject' window.

Attachments can be added using the icon.

The message itself goes into the bottom window. When you have finished typing in your message (remember that you can also copy and paste into the message box using a right mouse click to paste into SELLIT) you can send it by clicking on the icon at the top left of the current window.

Your email will be sent to the default email client as configured in SELLIT.

From the 'Quotations' view you can email a quotation as follows:

First ensure that you have selected a quotation which has been saved. Click on the icon located at the top right of the Quotations view. Select the option 'Email Quotation'.

You will arrive at the 'Send Email' view where you will see the details of the current quotation record displayed in the email message window. The email address of the company quoted will also be displayed in the 'To:' window if an email address is available for the company quoted.

You can amend the details of the email message as required and then click on the icon to send the email.

To commence entry of contact information first ensure that you are in the 'Contacts' view. The Contacts view can be selected as follows:

1. Click on 'View' menu item on the main bar at the top of your SELLIT screen and select 'Contacts'

2. If you are already in a view you can right-click a grey unused area of the view to popup the main menu. From here you can navigate to the 'Views' section and select 'Contacts'

Start entering contact data by first entering the name of the Company. You can make use of the available

Important: Please note the function of the following icons:

To save you record click on the icon (located at the top left of the Contacts view).

To clear the screen ready for entering a new record click on the icon (located at the top left of the Contacts view).

For additional help regarding record processing please refer to the 'Tools' section.

When you have completed the top panel of data you can proceed to the tab pages in the lower half of the Contacts view. These have different functions and are accessed by clicking on the tab heading at the top of each tab page.

The Contact Type window has a special function in that you can use it to give the current contact a general classification. Note that this is a very general classification such as 'Remover and Installer', 'Customer' etc. Most of your contacts should be classified as 'Customer' in order to facilitate the application of available marketing techniques in SELLIT.

The Contact Status window is designed to enable short term classification of the contact record.

For example, the contact status window can be frequently modified to reflect the stage of discussions with the contact over a products sale. Use of this window is largely dependent on the SELLIT site's application of the system.

The Call Back Date window permits SELLIT to be used as a diary and scheduling reference.

Using the icon the contact record can be very quickly retrieved from the SELLIT Main Search view using the Call Back Date sequence.

To commence entry of enquiry information first ensure that you are in the 'Enquiries' view (it appears alongside the 'Quotes' view). The Enquiries view can be selected as follows:

1. Click on 'View' menu item on the main bar at the top of your SELLIT screen and select 'Enquiries'

2. If you are already in a view you can right-click a grey unused area of the view to popup the main menu. From here you can navigate to the 'Views' section and select 'Enquiries'

Start entering enquiry data by first entering the make and model details. You can make use of the available

Important: Please note the function of the following icons:

To save you record click on the icon (located at the top left of the Enquiries view).

To clear the screen ready for entering a new record click on the icon (located at the top left of the Enquiries view).

For additional help regarding record processing please refer to the 'Tools' section.

When you have completed the top panel of data you can proceed to the tab pages in the lower half of the Enquiries view. These have different functions and are accessed by clicking on the tab heading at the top of each tab page.

The Enquiry Status window is designed to enable short term classification of the enquiry record.

For example, the enquiry status window can be frequently modified to reflect the stage of discussions with the enquirer over a products sale. Use of this window is largely dependent on the SELLIT site's application of the system.

The Call Back Date window permits SELLIT to be used as a diary and scheduling reference.

Using the icon the enquiry record can be very quickly retrieved from the SELLIT Main Search view using the Call Back Date sequence.

To commence entry of products information first ensure that you are in the 'products' view.

The products view can be selected as follows:

1. Click on 'View' menu item on the main bar at the top of your SELLIT screen and select 'products'

2. If you are already in a view you can right-click a grey unused area of the view to popup the main menu. From here you can navigate to the 'Views' section and select 'products'

Start entering products data by first entering the make and model details. You can make use of the available  icons while you are entering details for this product in order to enter descriptions for common areas as described above. The icons will access different description files depending on their location in the products view.

Important: Please note the function of the following icons:

To save you record click on the icon (located at the top left of the products view).

To clear the screen ready for entering a new record click on the icon (located at the top left of the products view).

For additional help regarding record processing please refer to the 'Tools' section.

When you have completed the top panel of data you can proceed to the tab pages in the lower half of the products view. These have different functions and are accessed by clicking on the tab heading at the top of each tab page.

The product Section Code window is designed to enable long term classification of the product record.

By putting the product into a compartment you can easily retrieve the product later whilst accessing other products of a similar type. The product section code can be up to 10 characters in length and is also carries a description for the section code. The product Section codes are all entered into SELLIT using the Maintain product Sections view. This is access from the 'Maintain' pull down.

You are prompted to enter a product section code and its corresponding description. Once the product sections have been set up they are accessible from various areas of the system, especially when inputting enquiry and product information.

Normally, it is best to enter the make and model information first because the system employs an automated method of selecting the product section code based on the make and model. So, once you have set up the make and model areas there is no need to enter the product section code manually each time you enter a new product record - the system does this for you. In the event that it is necessary to insert a special product section code because the product being entered does not comply with the general product section setting for the product, this can be done manually by clicking on the available

The Make and Model window is designed to enable long term classification of the product record.

By putting the product into a make and model compartment you ensure that a make and model of product is only known by one description in your system, thereby largely preventing entry of duplicate data.

Also, by standardising on the names of makes of products in the system it becomes much easier to retrieve information very quickly.

Make and model information can be entered into the system using the available 'Make and Model' view.

The Make and Model view is accessed from the 'Maintain' pull down.

To enter make and model details into the Make and Model view begin by entering the actual name of the product's make and model. Once you have done this you can continue to enter a short code for the product. For examples the make and model might be Heidelberg Speedmaster 102 ZP. The make short code can be entered as 102 ZP. In effect, the make short code is a nickname to permit rapid retrieval of products data. Next, you enter the product section code which classifies the current make and model.

You might use L0502, for instance, to classify the product as 'Lithographic' ('L'), by sheet size ('05') and by number of colours ('02'). Note that the product section code you use here should exist in the list of product section codes as set up in the product Sections view.

The Make Shortcode window is designed to enable rapid entry of critical information related to the product being entered. On entering a new product record the user can click on the icon to access the 'Make and Model' selection prompt. A description can be selected from this prompt using either the make and model or the shortcode as the search sequence. When a description is selected from the prompt the system automatically places make and model, product section and make shortcode information in the appropriate windows of the products view, thereby simplifying this process.

The Call Back Date window permits SELLIT to be used as a diary and scheduling reference.

Using the icon the product record can be very quickly retrieved from SELLIT Main Search using the Call Back Date sequence.

The Enquiry Status window is designed to enable short term classification of the enquiry record.

For example, the enquiry status window can be frequently modified to reflect the stage of discussions with the enquirer over a products sale. Use of this window is largely dependent on the SELLIT site's application of the system.

To commence entry of quotation information first ensure that you are in the 'Quotes' view.

The Quotes view can be selected as follows:

1. Click on 'View' menu item on the main bar at the top of your SELLIT screen and select 'Quotes'

2. If you are already in a view you can right-click a grey unused area of the view to popup the main menu. From here you can navigate to the 'Views' section and select 'Quotes'

Start entering quotation data by first selecting a product on which your quotation is to be based.

Note that the product you wish to quote must already have been entered and saved in the system to create a quotation for that product.

You can make use of the available  icon next to the 'Prod Ref' window in order to select a product to quote. You will arrive at the 'Select product for this Quotation' selection prompt. Here you can first display the available product records in the sequence you require before making your search for the product you require. You do this by clicking on the column heading you wish to search by. For instance, if you wish to search by make and model, click on the '<Make>' column heading and the prompt will automatically redisplay the records in make and model sequence. Now you can enter the first few characters you wish to search by in the make and model column and press the F9 key to start the search. Once you have located the product you want press the Enter key or click on the 'OK' button to select the product record.

Having selected the product record, you can continue to update the other windows for the quotation.

Remember to specify a price at which you are quoting the product and also the company you are quoting it to.

Important: Please note the function of the following icons:

To save your record click on the icon (located at the top left of the Quotes view).

To clear the screen ready for entering a new record click on the icon (located at the top left of the Quotes view).

For additional help regarding record processing please refer to the 'Tools' section.

When you have completed the top panel of data you can proceed to the tab pages in the lower half of the products view. These have different functions and are accessed by clicking on the tab heading at the top of each tab page.

The Quote Status window is designed to enable short term classification of the quotation record.

For example, the quotation status window can be frequently modified to reflect the stage of discussions with the purchaser during a products sale. Use of this window is largely dependent on the SELLIT site's application of the system.

Click on the button to send a fax to the fax number in the fax number window. You should ensure that a valid fax number has been entered in the fax number window and the record saved.

The fax will normally be sent as a Microsoft Word document although this depends on the fax configuration details of your SELLIT system.

If you are faxing via Cheyenne and Microsoft Word you can modify the contents of the fax message in Microsoft Word and then send the fax using 'Tools', 'Macro' and then 'Macros'.

The macro you should select and run is usually 'FaxMerge'

If you are faxing via Winfax Pro you will need to set up a Microsoft Word document first as this document will contain the fax message. Next, in the 'Fax Send' view select the Word document using the icon.

The fax is sent using the icon.

Click on the button (located in the top right of the Contacts view) to start the mailing process via facsimile.

You will see the 'Fax List Names' view. If there are no fax list names defined you will need to create one by typing in the name of the fax list and pressing enter.

Next, we need to add some fax numbers for this fax list name. Ensure that the list name you just entered is selected and then click on the 'Add\Update fax Destinations for Selected List Name' button.

You will arrive at the 'Select Facsimile Destinations' view. From here we can add Fax numbers to the current Fax list name. We can add Fax numbers to the list name either one at a time or using a batch process.

First we need to select the company whose Fax number we require. We do this by typing data into any column whose title contains the <> symbols. These symbols mean that we can use this column to carry out a search for the Fax number we want. Select the column you wish to search by and then click on the column header itself (i.e. the description contained in the <> symbols) and the list will resequence itself based on the current column. Now we can see contact data in the sequence we requested.

Type the first few characters of the data you are looking for in the current column and press the F9 (find) key. SELLIT will locate the first available record which matches the data you entered. If it is not the record you want you can advance quickly through the list using the Page Up/Page Down keys, or on record at a time using the cursor up/down keys. When you have arrived at a record you want you can select it by either double clicking on the record or by clicking on the 'Add Individual Company to Fax List' option.

SELLIT will display a message informing you of the Fax numbers which have been added.

Continue in this way to add all the individual Fax numbers to the list name.

To add Fax numbers in batch (e.g. all Fax numbers for England, for instance) click on the 'Add General Selection to Fax List' option. You will arrive at the 'Select Contacts' view where you can make general selections of Fax numbers which will be added to the current list name.

Type the selection criteria of the data you are looking for in the windows (You can access selection prompts where you see the icon, these are designed to make data selection as easy as possible).

When you have completed entering your selection data click on the 'Continue' button to proceed.

SELLIT will now locate all records which match the selection criteria you entered. Records which SELLIT selects and which contain a Fax number will be added to the current list name.

We can at any time go back to the ' Fax List Names' view where we can click on the 'View Current Selection' button to view the Fax numbers selected. Note that the selection process will not be complete until you receive a message from SELLIT to say the selection has completed.

To start the fax mailing click on the 'Start Fax Process' button.

The fax will normally be sent via Microsoft Word although this depends on the fax configuration details of your SELLIT system. If you are faxing via Microsoft Word you can modify the contents of the fax message in Microsoft Word and then send the fax using 'Tools', 'Macro' and then 'Macros'.

The macro you should select and run is usually 'FaxMerge'

If you are faxing via Winfax Pro you will need to set up a Microsoft Word document first as this document will contain the fax message. Next, in the 'Fax Send' view select the Word document using the icon.

The fax is sent using the icon.

Note that all fax mailings sent via WinFax Pro are held in the WinFax Pro out queue until released.

Therefore you will need to release the items in the WinFax Pro out queue before they will be attempted.

To do this, simply highlight the items in the WinFax Pro out queue which you want to release and then right-click with the mouse and select 'Send Now'

From the 'Quotations' view you can Fax a quotation as follows:

First ensure that you have selected a quotation which has been saved. Click on the icon located at the top right of the Quotations view. Select the option 'Fax Quotation'.

The quotation will normally be faxed via Microsoft Word although this depends on the fax configuration details of your SELLIT system. If you are faxing via Microsoft Word you can modify the contents of the fax message in Microsoft Word and then send the fax using 'Tools', 'Macro' and then 'Macros'.

The macro you should select and run is usually 'FaxMerge'

If you are faxing the quotation via Winfax Pro you will need to set up a Microsoft Word document first as this document will contain the fax message. To set up a SELLIT quotation in this way, first take the 'Print' option whilst viewing the quotation and then print it to Microsoft Word rather than to the Printer or Preview. This will generate a Microsoft Word document which you can use as a basis for the quotation.

Next, in the 'Fax Send' view select the Word document you just created using the icon.

The fax is sent using the icon.

To add Graphics to the current record first click on the available 'Graphics' Tab.

When in the Graphics tab you will see the following options:

In the file open dialog navigate to the folder containing the Graphic you wish to link with the current record and select the document you require (either by double clicking on the document or by highlighting the document with a single click and then clicking on 'Open' to retrieve the document details)

SELLIT gives particular emphasis to the ability to group contacts into clearly defined marketing groups.

This is evidently important in order to be able to target contacts with mailings (whether by fax, email, letter or telephone) in an effective way.

Contacts can be classified be their use of products of various types as follows:

1. Classification by product Category

   The 'product Categ' window from the Contacts view can be used to classify the contact as a user of a general area of products. A single letter only is used here to define an area of products which the contact makes use of. For example, 'G' would indicate a user of Guillotine products etc.

   Up to 26 separate general single letter classifications can be used to categorise the contact in this way.

   The single letter classifications are often the first letter of the 'product Section Code' which the SELLIT site has used to classify products in greater detail. (Detailed classification of the contact's use of products is discussed below)

2. Classification by product Section Code

The product Section Code can contain up to 10 characters and is used to classify the contact's use of products in greater detail. The product section code should be set up in SELLIT as a subdivision of the product Category. For example, the product category 'G' refers to the general area of guillotines.

The product section code G30 could refer, for instance, to guillotines with a 30" cutting blade.

The SELLIT site is advised to keep the first letter of the product Category and the product Section Code the same for simplicity of logic and relatively easy code maintenance throughout the history of the SELLIT site.

product section codes are allocated to the contact in the 'Specialisation' tab in the Contacts view.

A selection prompt is available for rapid selection of a product section code by clicking on the icon or by pressing the F4 key whilst the user is in the product Section code window.

The product section code is crucial in classifying products, enquiry and quotation information as it is entered by the user and for later retrieval. It is a highly effective way of getting to the right information as quickly as possible. For further information regarding the product section code please refer to the 'Enter products Data' section of this help.

The Description Files are a very important area in SELLIT. They perform many different functions from simplifying and speeding data entry to keeping the system organised.

The description files are accessible from the 'Maintain' pull-down. The most important of these are the product Section, Make and Model and Currency description files. The Currency description file should be maintained daily in order to ensure that currency exchange rates are kept up-to-date.

Other description files need not be maintained as regularly and are largely there to facilitate data entry, searching and system organisation.

Click on the icon to print a single record whilst in a view

Click on the icon to print a Contact Summary report whilst you are in the Contacts view.

You will see a number of report options. Click on one of the options and you will arrive at the 'Select Contacts' view. In the Select Contacts view you can enter various criteria for making a selection of data to be printed by the report. Where you see the icon you can click on it to display a description selection prompt which is related to the current window. This facilitates data entry and also ensures that valid data is entered into certain windows - the country window, for example.

When you click on the 'Continue' button SELLIT will search for data matching the search criteria you entered. The 'Search' window can be very useful as the system will search for all records containing the search information you entered, wherever the information occurs in the contacts area.

On clicking 'Continue' you will see options to print to Window, Printer or Word document.

Click on the icon to print an Enquiry Summary report whilst you are in the Enquiries view (alongside quotations).

You will see a number of report options. Click on one of the options and you will arrive at the 'Select Enquires' view. In the Select Enquiries view you can enter various criteria for making a selection of data to be printed by the report. Where you see the icon you can click on it to display a description selection prompt which is related to the current window. This facilitates data entry and also ensures that valid data is entered into certain windows - the make and model window, for example.

When you click on the 'Continue' button SELLIT will search for data matching the search criteria you entered. The 'Search' window can be very useful as the system will search for all records containing the search information you entered, wherever the information occurs in the enquiries area.

On clicking 'Continue' you will see options to print to Window, Printer or Word document.

Click on the icon to print a product Summary report whilst you are in the products view.

You will see a number of report options. Click on one of the options and you will arrive at the 'Select products' view. In the Select products view you can enter various criteria for making a selection of data to be printed by the report. Where you see the icon you can click on it to display a description selection prompt which is related to the current window. This facilitates data entry and also ensures that valid data is entered into certain windows - the make and model window, for example.

When you click on the 'Continue' button SELLIT will search for data matching the search criteria you entered. The 'Search' window can be very useful as the system will search for all records containing the search information you entered, wherever the information occurs in the products area.

On clicking 'Continue' you will see options to print to Window, Printer or Word document.