Did you Know? Local Resources & Printers

For those using SQLWorks Hosted, the ability to access SQLWorks anywhere is a major advantage. However, doing this may mean you need access local resources to print a document from SQLWorks, connecting to a new printer on a network that is unfamiliar to SQLWorks.

To do this, you will need to allow your saved Microsoft Remote Desktop connection (where Hosted SQLWorks is accessed) permission to access your printer (one of your local resources ) You can either do this when first setting up your connection to SQLWorks Hosted, or edit your settings to include this option later.

On Windows, this option is available by editing your saved Remote Desktop Connection, and clicking on the ‘Local Resources’ tab. Tick the ‘Printers’ checkbox to allow printing from Hosted SQLWorks to your local printer.

hosted printers rdc windows

On Mac, this option is available by editing your saved Remote Desktop Connection, and clicking on the ‘Local Resources’ tab. Tick the ‘Printers’ checkbox to allow printing from Hosted SQLWorks to your local printer.

hosted printers mac rdc

Did you know? SQLWorks Cloud Link

SQLWorks includes a useful ‘drag and drop’ facility for saving documents against projects, sales leads, accounting records and more.

If your organisation stores files in a cloud storage app, SQLWorks can be integrated directly to view these folders in your ‘Documents’ tab, and files can be dragged and dropped into SQLWorks directly from the cloud.

This option can be set up from the main Navigation bar via Preferences > User Preferences > (User) > and by clicking the Setup Tab. By saving the file-path of your cloud app’s desktop folder into the ‘Remote/ Cloud Folder Path’ field, and clicking ‘Save & Close’, a SQLWorks user’s document tree will automatically default to view the chosen file location.

sqlworks cloud link filepath

As long as your cloud app on your PC/Mac is able to sync to the cloud, SQLWorks will be able to make most up-to-date version of your synced files available for drag and drop.

document management

This can be a useful way to make documents collected during fieldwork (eg: photographs) available to a main office – syncing direct from a smartphone, via your cloud app of choice, to be dragged and dropped against projects in SQLWorks.

Options include Microsoft OneDrive, Google Drive, Apple iCloud and Dropbox, as well as many other cloud file storage applications with a read/write access ‘desktop folder’ style client. (If you’re using a lesser-known cloud storage service with SQLWorks cloud link – we’d like to hear about it!)

This tool can also be used with a valid filepath to a location on a traditional on-premise server, and may be useful for businesses with very complex file structures, to help users automatically find the file location they would normally use for managing documents.

SQLWorks cloud link helps leverage all the flexibility of your favourite cloud app, to gather important files into your CRM, accounting and stock control system.

For additional support and assistance, please contact our SQLWorks team today.

Introduction to Document Management

SQLWorks includes Document management capabilities to allow each user to save documents into the system for extra convenience.

Files from the user’s device can be added from the user’s device, or any file location the user’s Windows/Mac device has access to (with modify/write permissions).

To save a new file into SQLWorks, look for any window which includes a ‘Documents’ or ‘CRM’ tab. Files may be dragged into the files list (a large white space) from the Windows/Mac operating system (eg: off the desktop) or from the small file tree viewer in the bottom right of the SQLWorks window.

document management

The Document Management save window opens to confirm the details of the file – here files can be categorised using any pre-established Document Analysis types and given a description. Clicking ‘Save & Close’ will save the new document into the list, represented by a new thumbnail showing the file-type if known.

Right click on any saved document to open the original file or perform further functions with it.

document management

The new attachment is stored with a database link to the area of SQLWorks it has been saved against – files can be linked to company records, financial order or transactions (eg: sales or purchase orders), sales leads, projects and many other areas of the platform, to be more easily found by other users.

Typical document management uses include:

  • Adding documents, presentations or images to a project file.
  • Saving purchase orders from a customer against a new SQLWorks sales order.
  • Archiving product designs or specifications against stock items.

For CRM expertise and assistance, contact the SQLWorks team today.

SQLWorks is changing…

 

Lineal will be launching a new major version of SQLWorks in 2017.

Version 8 will bring a host of new features to our flagship business management software, as well as provide existing SQLWorks customers a greatly improved user-experience.

Managing Director of Lineal Mike Matthews explained: “We were determined to release a major new version of SQLWorks this year, and wanted to implement the customer feedback we’ve been gathering in recent months.”

“By changing to the StudioWorks 8 framework, SQLWorks Version 8 will allow us to update the technology behind our business software – modernising the visual ‘look-and-feel’ to be more intuitive, adding greater flexibility, and offering more options for integration.”

Version 8 is expected to be available from Autumn 2017 – check back for more soon!

Fact Sheet: Works Orders

To compliment SQLWorks manufacturing and kitting, Stock Ledger allows users to create and manage manufacturing works orders to different degrees of detail.

(For an introduction to SQLWorks manufacturing and kitting, click here.)

Works Orders are accessible from the Stock Ledger screen, under the ‘Products’ module, in the main NavBar (1), by clicking the ‘Works Orders’ tab for a chosen stock item.

The two tables on the left-hand side show ‘Active Word Orders’ still being worked upon, and ‘Completed Works Orders’ which have been finished (2.)

To the right the ‘Build Quantity’ (3) Panel shows the parts needed for that stock item, how many are available in the default warehouse to use for this works order, and the maximum finished items that can be built from these parts.

The lower right panels (4) show a summary of the scheduled builds on a selected works order, and the parts required for each of these scheduled builds (in case the Works Orders vary between builds.)

 

Quick Build

Users can complete a simple works order by right clicking in the ‘Active Works Orders’ and choosing ‘Quick Build.’ This simplified option checks the correct parts out of stock from their default warehouses, completes a Works Order immediately, and checks in the finished item into stock in its default warehouse.

This is useful for simple builds where no extra works order detail is required and the works order doesn’t need to be drafted in advance.

 

Full Works Order

Users can create a full new works order by right clicking in the ‘Active Works Orders’ and selecting ‘New Works Order’.

This opens a new works order window for the chosen stock item– these can be given header information including a Total Build Quantity. Parts for kitting will be taken from the ‘Take Stock From’ Warehouse code, and (via the designated build bin) the finished item will be checked into the ‘Build Product Where?’ Warehouse code and Bin number.

Each line on the Works Order represents one ‘schedule’ for building a given quantity of the kit – with the quantity of that schedule enterable on the left hand side. A component list is also shown here, to help inform production numbers.

The middle column (‘Cost Groups’) displays advanced Construction Time / Cost Centre additions for this kit if this feature is turned on in SQLWorks.*

The ‘Build Group Column’ is used for the actual building of the works order: typing a quantity into the ‘Take’ field and clicking ‘Take’ removes the required parts from the ‘Take Stock From’ warehouse, and doing the same in the ‘Build’ field and clicking ‘Build’ assembles the new kitted item and moves it to your designated ‘Build Product Where?’ Warehouse and Bin.

You can also cancel quantity’s from the Works Order by typing a quantity into the ‘Cancel Qty’ field.

On the right hand side of each line the ‘Inspection Group’ allows you to enter up to four custom quality testing/inspection checkpoints for each works order schedule, date-stamped for approval.

Works Orders can be saved without being built (to schedule future work), but when the ‘built’ quantity within the works order and any cancelled quantity added together equal the ‘Total Quantity’ required, the works order will automatically be moved to the ‘Completed Works Order’ list.

 

*Construction Time / Cost Centres

Advanced users can turn on ‘Default Construction Costs (per Hour)’ and ‘Default Construction Times (per Hour)’ which will appear at the top of the Works Order Tab if used.

This allows the user to save details for time taken, and costs expended, as the finished kit is processed through up to a maximum of six stages to complete the Works Order, and can be factored into sales costs accordingly.

 

Fact Sheet: Stock Quantities

SQLWorks calculates a number of different stock quantities for measuring how much stock you have.

These allow you to measure how much of each stock item are at different stages of your stock control process, and can be found displayed in the Stock Ledger for each stock item as follows. Scroll down for more information about each.

Stock Quantities


Actual

‘What I own now’

  • Actual Stock is the quantity of an item you currently own within your warehouse(s.)

 

Actual 


Pending

‘What I own which is temporarily unavailable’

  • Pending Stock is the quantity of an item you currently own which is not to hand – for example Stock you own which is in ‘Transit’ internally, or stock currently waiting in ‘Make’ Bins for manufacturing.*

*The exact nature of Pending stock may vary between individual SQLWorks companies, and may represent stock dispatched but not processed, if this setting is applied – please contact your account manager to clarify.

Pending


Allocated

‘What’s been sold to a specific customer’

  • Allocated Stock is the quantity of an item you currently own which has been reserved to fulfil a specific customer’s order.

Allocated


Free

‘What’s really in hand’

  • Free Stock is your Actual Stock minus any stock currently Pending or Allocated. This count typically represents the amount of stock you own that’s on hand, and does not include anything currently in transit, or already allocated to fulfil specific sales orders.

Available


SOP

‘What’s been ordered’

  • SOP stock is the quantity of a stock item which is wanted by your customers (currently outstanding on your sales orders.) This includes any Allocated stock already reserved to fulfil specific sales orders.

SQLWorks can be configured to exclude Forward Orders from this number.

SOP


Available

‘What would I have left’

Available stock is your Actual Stock minus your SOP. This count represents the maximum quantity of a stock item you own which could still be sold if all your sales orders were fulfilled.

Free


WoP

‘What’s needed for parts / to be made from parts’

  • WoP Stock is the quantity of an item currently listed on outstanding works orders – to be made from other stock items, or used to make other stock items.

WOP


POP

‘What’s on order’

  • POP stock is the quantity of an item currently listed on outstanding purchase orders. This is stock you are expecting to be delivered by suppliers.

SQLWorks can be configured to exclude Forward Orders from this number.

POP 


Potential

‘What I could have’

  • Potential Stock is all your potential stock added together. This count represents the maximum amount of stock you would have if you fulfilled all outstanding customer orders, received all outstanding purchase orders and build all outstanding works orders.

Potential


Stock Quantities Overall:

 

Stock Quantities

 

For help and advice on SQLWorks’ Stock Control capabilities, please contact our team today.

 

Fact Sheet: Phone Logs

Phone logs

If your business fields a lot of phone calls, accurate record keeping is an important part of your interactions with customers. SQLWorks includes a Phone Logs tool to keep track of calls, to manage workloads, and to produce valuable insights from this data.

The Phone Log itself can be found in the Navbar under CRM (1), and opens a table showing all recent phone logs to your business, who called, and other information. SQLWorks does not record audio from phone calls (unless uploaded), but creates a convenient admin trail for tracing calls and the work that was associated to them.

Pressing ‘F6’ at any time in SQLWorks opens the window to create a new phone log (2), and this can be launched quickly during/after a call. Choosing a company from your company’s list opens its lists of contacts, and the user can either select a known contact (automatically entering all their details) or right click on the contact list to add a new caller’s details.

Below this are fields for giving the detail from the call to a SQLWorks user within your company (e.g.: for assigning a new task) and you can choose a user/group to email with the call detail.

On the right hand side of the new call log window are tabs to simultaneously create new tasks, project links or sales leads using the data from the new phone log (3.) Each tab automatically copies across the data from the phone log, and provides the extra fields needed to also create these new entries, for example: task priority or lead conversion chance.

When new phone logs are saved, they are logged to the phone log table itself, and under each specific company’s Phone Logs tab in the company’s list. If used, the task, project and lead tables also receive the new entries.

SQLWorks phone log is an immensely versatile tool, which forms the backbone of a structured help desk or office environment – helping to keep track of call volumes, agent workloads and customer interaction. The phone log itself can be exported with timestamped entries for further analysis of busy periods or repeat customers, and by clicking ‘Reports’ users can produce reports on number of calls received from a list of companies.

The new phone log screen (remember: press F6!) can be customised extensively by the SQLWorks team to record information commonly taken over the phone from enquiries to your business, and to help you populate the task list, advance projects or manage sales leads elsewhere in SQLWorks more carefully.

For CRM support and advice, contact the SQLWorks team today.

Importing your data to SQLWorks

importing –

If you’re new to SQLWorks, importing your existing data to SQLWorks can seem daunting. Fear not! We’ve prepared this handy guide to make this process easier.

Decisions about your data are yours – but at any stage, you can ask the SQLWorks Team for help.

 

About Your Data

Data imported into SQLWorks is categorised in two types: Static and Transactional.

Static data is fixed lists of ‘things’ – including companies, contacts, address, your stock list, warehouses and more. Transactional data includes list of transactions, stock movements and financial ledger entries like orders, invoices, credit notes and more. Static data must be imported first, followed by transactional data.

importing

 

Finding Your Data

Both your static and transactional data comes from whichever system(s) you use currently – this could mean importing from a number of sources, including:

  • An old software program (e.g.: Sage)
  • A patchwork of spreadsheets (e.g.: Microsoft Excel)
  • A legacy database program or file (odbc compatible)
  • Nowhere (because you’re a new or paper-based company)
  • Some combination of the above

It’s up to you what data you place in SQLWorks, however whilst some data is almost always needed SQLWorks (even if entered new), other data is optional. As a rule, names, codes, accounting and VAT entries will need to be imported, but the optional parts of how your business model works (e.g.: records of quotes, or past stock movements) are optional.

 

How To Import:

All data for importing into SQLWorks needs to be given to the SQLWorks team in one of two formats:

  • An agreed file format exported from another software (e.g.: Sage export file)
  • A comma or tab delimited spreadsheet, .CSV or .TXT file. (e.g.: If using Excel, it is helpful to save the files as a .CSV in the ‘save as’ menu)

If you provide data to the SQLWorks team in spreadsheets (or .CSV/.TXT files) these will need column headings grouping certain types of the data together. For example, in a stock list, all your stock codes need to be in the same column, under an identifiable heading such as ‘Stock Code.’ The SQLWorks team can help you with this stage if you get stuck.

Depending on what SQLWorks modules you will be using, you will need to import files for the following data (see table below). Compulsory data within these are marked – for example: every Company imported must have a name.

 

 

SQLWorks Core

CRM

ACCOUNTS

STOCK

StaticCompanies

  • Name
  • Company Code

 

Contacts

  • Name

 

Addresses

  • Line 1
 Sales Accounts

  • Name
  • Company Code

Purchase Accounts

  • Name
  • Company Code

Nominal Codes

  • Name
  • Nominal Code
 
Transactional   

Outstanding Sales Orders

  • Company code

 

Outstanding Purchase Orders

  • Company code

 

Outstanding Sales Invoices

  • Company code
  • Date
  • Amount
  • VAT

 

Outstanding Purchase Invoices

  • Company
  • Date
  • Amount
  • VAT

 

Bank Rec

 

1 Bank Account

  • Name, Acc & Sort Codes

 

1 Petty Cash Account

  • Link to Bank Account
 
Optional Static 

 

 

 

Sales Leads

 

Projects

  • Project Code

 

 

Nominal Departments

  • Name
  • Department Code

 

Nominal Analysis Codes

  • Name
  • Analysis Code

 

Nominal Subheadings

  • Name

 

Budgets

  • Amount
Warehouses

  • Name
  • Number

 

Stock List

  • Stock Item Name
  • Stock Code
  • Sale Price
  • Purchase Cost
  • Current Stock Quantity

 

Warehouse Bins

  • Number
Optional TransactionalTasks

 

Phone Logs

 

Actions

 

Emails

 

Historic Sales Quotes

  • Company
  • Date

 

Historic Purchase Quotes

  • Company
  • Date

 

Historic Sales Orders

  • Company
  • Date

 

Historic Purchase Orders

  • Company
  • Date

 

Historic Sales Invoices / Receipts / Credit Notes

  • Company
  • Date
  • Amount
  • VAT

 

Historic Purchase Invoices / Payments / Credit Notes

  • Company
  • Date
  • Amount
  • VAT

 

Purchase Invoices (Historic)

Stock Movements

  • Stock Code
  • Date

 

 

 

Fact Sheet: Email Marketing & Mailshots

email marketing

If you have SQLWorks linked to your email account, SQLWorks can be used for email marketing and mailshots, bulk sending emails with custom designs.

Accessed within SQLWorks CRM, users can create a new email campaign by making a new mailshot project, and create multiple mass emails within a campaign.

Right clicking in the main list and selecting ‘New Mailshot’ will open a new email creation window, where users can give the mailshot a unique name, choose an email from address, subject line, and ‘drag-and-drop’ in attachments.

The list of intended recipients can be chosen from the ‘Client Lists’ dropdown, selecting from one of your custom client lists, which you can build from your saved SQLWorks CRM contacts.

For the design of an email, you can choose from a wide range of tools from within the formatting pallet on the right of the main email editing window – get creative with different fonts and text sizes, colours, bulletpoints and alignment, insert images, tables and more!

You can format elements by highlighting them and clicking the format buttons, and confine the margins of your email by setting these measurements in the ‘Document’ tab.

For tidy formatting, we recommend creating a borderless table in which to align all the elements of your email marketing email – to ensure any custom designs are displayed consistently in the inboxes of recipients.

SQLWorks database tags can be input into the main email body so that each email contains mail merged custom data from elsewhere in your contact directory. This can be used for targeting with ‘informal’ detail (e.g.: a first name – ‘Dear John’) and a “fall-through” function which pulls in substitute data as a ‘formal’ backup (e.g.: surnames – ‘Dear Mr Smith’) where the main data is unavailable. These functions can be customised by our SQLWorks team, to email your contacts using any piece of data from your SQLWorks CRM, Accounts or Stock Control data.

SQLWorks allows you to preview each version of a mailmerged email to check for errors by clicking the ‘Prev’ / ‘Next’ buttons, and ensure each email is correctly personalised. Using the spellcheck function, and undo/redo buttons, email marketeers can also avoid any errors being broadcast to a wide audience.

If you wish to remove all formatting, and send your email as a ‘plain text’ email to improve chances of deliverability, simply tick the ‘Send as Plain Text’ checkbox at the top of the Mailshot window. Using the ‘Show Plain Text’ checkbox, you can also check how this email is likely to be seen by email inbox previews.

Deploying these tools, you can field imaginative, targeted and ongoing email campaigns, linking all the intelligence of your SQLWorks data together with your marketing.

 

For expert CRM tools, contact us about SQLWorks today:

Did you know? Task Prioritisation

task prioritisation

SQLWorks’ task list can prioritise your tasks in order of important with a simple colour-coding system: here’s how to use this.

When creating or editing a task, you can choose a priority level from the ‘Priority’ dropdown menu, which by default contains 3 levels. After saving the task with a task prioritisation:

All ‘Normal’ Tasks go in the main (grey) default task window. You can use the main task list as a to-do list for today’s tasks, filtering the list, sending reminders and closing jobs as they are completed. Your SQLWorks admin can also be given control over closing tasks, and recording the time taken to finish each job.

All ‘Low’ priority Tasks go to the green task panel on the left hand side – you can use this to hold tasks that are not important, or have no imminent deadlines.

All ‘High’ priority tasks go to the red task panel on the left hand side – you should reserve this list for only the most urgent tasks. When a new task enters this list, SQLWorks will also email the person who this task is assigned to, letting them know they have a very urgent task to complete.

The yellow task panel is an especially useful area, reserved for ‘Future tasks that are dated ahead of time. You can do this by post-dating the ‘Open Date’ on a task before saving it. Your future tasks will remain in the yellow list until the ‘Open Date’ (and time) passes – at which point your task will be moved by SQLWorks to your main grey list to be worked on.

This is a handy tool for keeping tomorrow’s work clear from today’s to-do list, and populating tomorrow’s to-do list automatically when tomorrow arrives.

For a professional CRM solution on either Windows or Mac, contact us today.