CRM Software / Contact Management Software - Quick Guide
Amphis Customer v3.0
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The above phrases are from client testimonials. Click here to read the full client testimonials.
Amphis Customer supports any single currency and you will see some examples in dollars ($) and some examples in British pounds sterling (£) or Euros (€).
You can import customers into Amphis Customer from a spreadsheet (.csv file or .xls or .xlsx) or you can manually create them. You can also import contacts from Outlook and you can also create a customer record by simply dragging an email from Outlook and dropping it onto the main Amphis Customer form.
Amphis Software CRM displays either a Search view or a Today view as the main page. On the Search view you can search for customer records and then navigate directly to a customer record you are interested in. You can also see a list of customer records you have recently viewed and click a link to go straight to the customer record.
If you click the Today icon...
You can see a list of reminders for today (or any day you select) eg customers calling us, invoices we need to create, customers we need to call,
customer invoices that are due or overdue, tasks and appointments.
Invoices that are due are shown in blue text. Any that are overdue are highlighted in red. At the click of a button you can go straight to the customer record.
The Today View is customizable so you can display just the reminders that are relevant to your business.
The Appointments View shows all appointments and can be used to select a date when creating a new appointment.
CRM Software - Create Customer
To create a customer, just click on the Create Customer button.
and enter as much or as little information as you like.
(you need to at least enter a company name or the last name of the customer)
The customer Id is generated automatically. It can be a number eg 100500, a number with a prefix eg C100500 or it can be generated from the company name or last name eg AMP001. You can change this any time from Options->Setup page 3. You can also manually enter a customer Id if you prefer.
Customers can also be imported from Microsoft Outlook contacts
or from a spreadsheet.
To see a list of options eg for the Title, click the lookup options button
and choose an entry from the list. You can also add additional entries to the lists by clicking Maintain Lookup Data...
If you want to enter additional contacts, click the Other Contacts tab at the top.
To enter the address information, click the Addresses tab at the top.
You can also click Next and Previous to go from page to page.
A Jobs View tab enables you to (optionally) create Jobs and assign quotes, invoices and other history items to a specific Job for easier management of the Customer History.
You can record expenses for a Job and see at a glance whether the Job is within budget. A Job can be created from a quote at the click of a button with the quote details automatically added to the Job. You can also create an invoice from a quote at the click of a button.
CRM Software Customer Notes
If you click on the Notes button...
you can display the customer notes and add new notes to the customer record. Notes are automatically time stamped.
CRM Software Reminders
If you click on the Reminders button...
you can create a reminder that is linked to this customer record.
You can create a simple reminder by selecting one of the radio buttons, entering some text and specifying the date to start reminding you.
These reminders then automatically appear on the Today view. You can also create daily, weekly, monthly or yearly reminders.
CRM Outlook Tasks and Appointments
You can also create tasks and appointments linked to customer records and optionally linked to Outlook reminders.
You can also create tasks or appointments that are not linked to specific customers.
CRM Software Mail Merge
If you click on the Add To Group button...
you can add this customer record to a group. This allows you to perform Mail Merge operations. For example you could print a marketing letter and corresponding address label for all customers in a specific group at the click of a button.
You can also Email Merge (Mail Merge for Email) to send an email to a group of clients.
CRM Software Customer History
On the Customer History page, you can create customer letters, quotes, invoices, receipts, and much more. You can create your own custom documents eg for marketing.
You can also record details such as letters, faxes etc from the customer, appointments etc and attach files to these entries. For example you can create a Letter from customer entry and attach a scanned copy of the letter from the customer to the history entry so you can very easily find it and view it later.
You can also create your own custom history entry types to record any information you want to store.
You can also attach a file to the history entry eg an image, Word document or a text file.
CRM Software - Create Customer Letter
To create a customer letter, on the Customer History tab select Letter to customer and click Create Document...
Enter a description for the letter and click OK
(if you have several standard customer letters that you create, you can create a separate template for each)
A letter is automatically created in Microsoft Word (requires Microsoft Word 2003 or later version) with the name, address, date, customer and document number details filled in. This is generated from a template and you can easily change the template to add your letterhead and change the wording, fonts etc. You can remove the customer number and document number from the template if you don't want them included in the letters.
Here is an example letter.
This document is automatically saved along with the customer details.
CRM Software - Create Quote / Invoice
Click Create Invoice to create a customer invoice (this works the same for Quotes too)
Select Free format and enter a short description. (For an Itemized example, see further down). Click Next
Enter some details into the paragraph and paragraph header and the price.
Any paragraph headers will be displayed in bold. Each paragraph can have a corresponding price.
Note: Your local currency and date format are automatically used. In the Setup pages you can specify which sales taxes to use eg state taxes, GST, PST, VAT etc
Here is an example of specifying sales taxes.
This is how you would specify UK sales tax, for example.
In this example, UK currency (£) and sales taxes (VAT) are shown.
Click Add new paragraph to create another paragraph and add some details and a price for the 2nd paragraph.
The Subtotal, Tax and Total are automatically calculated for you.
Click Next
The invoice is automatically created in Microsoft Word (requires Microsoft Word 2003 or later version) with all the details filled in. This is generated from a template and you can easily change the template to add your letterhead and change the wording and fonts etc.
Here is an example invoice.
Close the invoice by clicking the X.
This invoice is automatically saved along with the customer details.
We also have some new templates you can download from here which look like this.
CRM Software - Quotes Management
You can create Quotes in the same manner as shown above for Invoices and you can also create Itemized Quotes (see below). You can select a Quote in the Customer History tab and right-click on it and select Mark as Invoiced to indicate that an Invoice has been created for a Quote. You can also click Invoice From Quote to automatically create an Invoice from the selected Quote, and this also marks the Quote as "Invoiced". From the Reports menu you can run Reports to show Quotes that are not marked as being invoiced to help you manage your quotes.
CRM Software - Customer Account
If you click the Customer Account tab you will see that the invoice is marked as Part Paid and the deposit paid is listed for it and the amount outstanding is shown.
After 30 days, if receipts have not been created for the total amount, the status will change to Overdue and this customer will appear in the CRM Overdue Accounts Report.
If you select the unpaid invoice and click Create Reminder to create an Overdue Invoice Payment Reminder
a Payment Reminder document is automatically created.
This shows the total amount of the invoice, any payments already received and the balance outstanding. This is generated from a template so you can easily change the wording and fonts etc.
Click Previous to go back to the Customer History tab. Click Create Receipt... to create a receipt for the outstanding amount as if the customer had just paid the invoice.
Enter the amount as 502.25 in the Amount field.
If there is only one outstanding invoice, the amount is automatically allocated to that invoice in the table.
Click OK
A Receipt is automatically created in Word and the Customer Account page is updated to reflect that the invoice has been paid.
Click OK to close the customer details.
CRM Software - Create Itemised Quote
If you click Create Quote to create a quote, and select Fully itemised you can create a quote by adding items from an Items Database. You can also specify costs for labor, shipping, discounts etc.
Here is an example of an itemised quote being created (this example uses dollars).
The items can be created in the database manually or imported from a spreadsheet.
The document is generated from a template and so the wording, fonts, table format etc can all be changed to suit your requirements.
Here is an example quote.
CRM Software - Customer Search
On the main form, you can search for customers by customer id, company name, customer last name or first name, postal/zip code, address, history details or document number.
The history field matches the descriptions of history entries created in the Customer History page. If you know a specific document number eg of a letter or invoice, then you can search for the customer using that.
You can type entries into just a single field, or type entries into multiple fields to narrow down the search.
CRM Software - Reports
There are more than 20 reports you can run to display customers with overdue accounts, customers with outstanding payments, top spending customers etc and you can also create your own custom reports.
Here is an example of the monthly sales totals report (this example shows dollars $).
CRM Software - Custom Fields
You can specify custom fields to display on the Custom tab and you can rename the tab to match your custom data. Or if you prefer, you can just disable the Custom tab so it doesn't get displayed. Here is an example of the custom tab renamed to Personal and some custom fields displayed. You can call the fields anything you like and you can use text fields and also check boxes.
CRM Software - Address Labels
You can print customer address labels either one at a time, or you can add multiple address labels to a list which you can then Print Preview or Print in one go.
Web Access to Customer Records
We have a free add-on for viewing Amphis Customer records in a browser.
CRM Software Features
Record sales per salesperson
Record an invoice against a salesperson and display sales per salesperson.
Supplier Invoices
Record supplier information and supplier invoices and record payment of those invoices and set reminders so you don't forget to pay them.
Email quotes and invoices as PDF
When you Email your documents eg quotes and invoices you can have them automatically converted to PDF. (This feature requires Word 2007).
Support for Windows 7 and 64-bit PCs
Amphis Customer now works on Windows 7 and also on 64-bit PCs as well as 32-bit PCs.
Link to Google Maps
You can view google maps for an address.
CRM Software Customization
As well as the Custom tab (which allows you to customize 28 fields), you can now also customize the Main tab to store information specific to your business. For example, if your customers are pets, not companies, you could store Name of Pet rather than Company Name.
Import Customer Data From Earlier CRM Software Versions
Simple to use facilities to import data and documents from earlier versions of Amphis Customer.
Invoice Due Date
You can now specify the Due Date per invoice. By default this is 30 days from today but you can also specify the default invoice period to suit your business eg 14 days.
Job Sheets
You can automatically create a Job Sheet when you create quotes or invoices.
Export CRM data to Sage
Export customer details and transactions to .csv files that can be imported into Sage CRM Software.
Powerful customer search facilities
As well as the search facilities on the main page, you can also search by date and type for transactions and customer history entries on the new View Customer Transactions and View Customer History report options.
Import customers into CRM Software from spreadsheet
Import customers from Excel .xls files as well as Comma Separated .csv files. You can specify which spreadsheet columns map to the database fields, and any additional fields in the spreadsheet can be mapped to Custom fields in Amphis Customer CRM Software.
CRM Software Reminders
Reminders for today are now displayed on the main page eg customers we need to call or email, quotes or invoices we need to create. Also any customer invoices that are due are displayed. Any that are overdue are displayed in red. You can navigate straight to the customer record from the reminder.
CRM Outlook Integration
Simply drag and drop an email from Outlook onto the Amphis Customer main form and the corresponding customer record is automatically displayed with the email added to the customer history. If there is no matching customer record, the user is prompted to enter a few details and a new customer record is created with the email added.
CRM Outlook Email Templates
You can now send standard emails or standard email replies using customizable Email templates.
Customer Invoice Deposit Paid
When creating an invoice you can now enter an amount that the customer has already paid. A receipt is created for this amount and the balance of the invoice is reduced by this amount.
CRM Software customizable fields
You can store information specific to your business in more than 30 customizable fields.
CRM Software - Currency and Dates
Amphis Customer CRM Software automatically uses your local currency and date format eg
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$ dollars |
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£ pounds sterling |
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€ euros |
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US date format |
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UK date format |
