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QuoteCAM Version 2.0 / Q-TRAK CRM


QuoteCAM Version 2.0 affords the unique capability of a built in Customer Relationship Management or (CRM)

system referred to as Q-TRAK.  It can be used to TRACK the PROGRESS OF QUOTES generated using

QuoteCAM which includes all sales contact and managerial notes as well as engineering details. 

CRM is extremely useful to Estimators, Sales Engineers, and Managerial Staff as an organizational tool.

Configurations can include a "Stand-Alone system" that can be deployed elsewhere on the network. 

Account Managers receive a Login and Password with various User Rights and Permissions types that range

from "View Only", "Create Quotes WITHOUT ACCESS to Financial Information", "Create Quotes WITH FULL

ACCESS to Financial Information", or "ACCESS ONLY to Q-TRAK".   Two additional fields have been added for a

Contact Name and Account Manager's Name in the Main Quote Edit Form in QuoteCAM.
 

 

Each company can have multiple Contacts,  separate Contact Details, and related information listed on the the

CONTACTS TAB of the Company Page.  Companies and Contact Fields are easily located using the built-in

Search engine.  Information on the company page lists all information related to that account regardless of

contacts.  However, the same panes on the Contact Pages will only display items directly connected with that

contact.  New company and contacts can be added using the "NEW" menu with each company having the usual

details regarding Address, Phone, Email, and etc.   Each Contact is added as a related entry by clicking on the

CONTACTS TAB.  Typically, the contact shares the same address and phone number as his company however,

fields can be modified to reflect a different address and phone number.  In addition, from the CONTACTS TAB, a

can switch back to the relevant COMPANY TAB by clicking on the Company Name.
 


There are four "list" tabs on the MAIN page.  They show a list of companies, opportunities, activities and

contacts.  Right click and double click from the selected row to switch to the relevant view.  The list can be filtered

with the combo boxes, on the Activities Tab (overdue activities will appear in RED).  The opportunities list has two

totals at the bottom.  Right click on the contacts list to send an email to all selected contacts (multiple addresses

to go in the Bcc field).
 

IMPORT  UTILITY
 
The New Menu located under "Tools" is an "IMPORT from DELIMITED FILE" utility. Import has two stages

where each contact can belong to a company.  The user must import companies first then in a second step

import the contacts. The import form provides the ability to map column heading in the delimited file to field

headings.  One contact per company can be identified as "Primary" (denoted by a asterisk in the delimited "P"

column of the contact list view).
 

OPPORTUNITIES

 

By default, the new opportunities "OPEN" radio button will be checked.  If the User clicks on the "WON" or

"DEAD" radio buttons the "Current Status" will be changed to "CLOSED WON" etc., the user will then need to

report the reasons for the change in the "CLOSE OPPORTUNITY" form.  On opening the form, text will have a

suffix of the type of closing, in the example below "WON".  Each time the user is asked to quote, an

"OPPORTUNITY" must be opened.  This can be done from either the menu at the top or by right clicking on the

opportunity tab in either the company or contact pages.  This will activate the "Manage Opportunity" form.

 

The "non-quoted Item" check box simply allows the opportunity to be saved without being related to a QuoteCAM

quote.  This makes Q-TRAK useful for non-machining related services as the user adds a description and a value.

 

TASK & ACTIVITIES

The "reason" combo button will contain a list of reasons relevant to the type of close i.e. there will be a list of

winning reasons, a list of closing reasons, and a list of "losing" reasons.  New reasons for winning or losing can

be added using the "add new" option and add extra notes as well. This information will be used in reports.

Tasks & Activities can be scheduled from the company and contact pages by right clicking inside the activities /

tasks tab, in the reminder pane, or from inside the opportunities form. This form is used for entering and / or

completing a task. To enter a new task the user sets a date and enters notes and regarding All currently

uncompleted tasks will be listed in the Activities/Tasks pane. To complete the task double click on the task in

either the task list in the activities tab or the reminder list on the main page. Makes notes as to the outcome and

check the mark as completed check box. If he then checks the follow up check box a new empty activities form

is presented. There is Write Letter button which will open the export to word dialogue so the user can choose a

template; also a popup dialogue asks for a subject so that a note of the letter with the subject and date is added

to the contacts history). The phone number etc is included to save him from looking it up; the email address is a

hyperlink that will open an email from outlook. If an email is sent then a record is automatically inserted into

history preferably containing the email subject line and a copy of the text. The "scheduled by" and "scheduled for"

combo boxes allow users to schedule activities to be carried out by someone else, for example a manager can

assign a salesman to follow up a lead.
 
ACCOUNT NOTES / HISTORY
 
The Notes / History tab on the company page will list all activities related to any and all contacts at the company

however, the one on the contacts page will only relate to that individual. The history will be displayed with the

most recent activity on the top line. Once a task is completed it is removed from the Activities / Tasks pane and a

record kept in the Notes/History tab with a status of Completed (while in the Activities list its status is Open). The

pane at the right will display the notes relating to whichever activity is clicked on in the left hand pane. Double

clicking on any history item will present the activities form re-labeled as Activity History with the full details on it.
 
 
 

CALENDER / REMINDER

The idea here is to highlight any days on the calendar in bold which have activities on. The tasks list will display

today’s tasks at the top and any overdue ones below them but they will be in RED text. Double click on any task

in the list will open the relevant view in the main pane. Right click allows opening the activity, creating a new

activity or mark as completed with a option to schedule a follow up.

REPORTING

All reports are simple columnar reports. We have one form for each subject, i.e. we will be able to select criteria

before running. The column selector defines what columns will be visible in the report. There is also the ability of

saving selected criteria as a custom report with a name for fast selection from the custom reports menu. Where

applicable, all reports will have totaled values at the bottom.