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CRM Software Support Pages - Amphis Customer v3.0latest version v3.0.10 released 15th February 2010 |
Amphis Customer CRM Software makes it very easy to Create Quotes and Invoices, Customer Letters, Payment reminders, Job Sheets and much more. You can Track Payments and send a Payment Reminder at the click of a button. You can monitor sales per Salesperson. You can enter Supplier Invoices and set reminders so you don't forget to pay your supplier. You can create Reminders which are displayed on a Today view so you can easily see who might be calling you today, who you should be calling and why, what quotes or invoices you should be creating etc.
To check if you have the latest version installed, please select the Help->Help About menu option.
You should see the version number like this.
If you are evaluating Amphis Customer CRM Software and you have an older version than 3.0.10 we recommend that you uninstall your current version and install the latest version for your evaluation. Download Free CRM Software 30 Day Trial.
If you have already paid for a license for an earlier version, you can upgrade for free to this version. If you are already using an earlier v3.0 build, you can just download the latest .exe in a .zip file here and replace your existing v3.0 exe file with this one. (in c:/program files/amphis software/amphis customer v3.0)
(on a 64-bit PC this will be c:/program files (x86)/amphis software/amphis customer v3.0)
For full instructions see Upgrade CRM 3.0 version to latest build
If you are still using v2.x, you'll need to first upgrade to 3.0, see the information link below.
CRM Software Upgrade Information
Q Why do I see the message "Error creating Word document - Attempted to read or write corrupted memory. This is often an indication that other memory is corrupt" ?
A You will see this message if :-
The solution is as follows :-
If you have installed Word 2003 or a later version, but you still see errors when attempting to create documents :-
We have more information about this here Attempted to read or write corrupted memory
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Q What currencies does Amphis Customer CRM Software support ?
A Amphis Customer CRM Software has been designed to support whatever currency your PC regional settings are configured to use. So, for example, it supports dollars $, euros €, pounds sterling £ etc, and if your regional settings are set to use eg dollars, then Amphis - Customer will use dollars.
When you enter your business name as part of the Setup it will show you the current regional settings for your PC so you can check that the currency is set correctly.
It will also show you the regional language setting though this is only used to suggest the appropriate sales taxes and to set the appropriate date format.
You may notice that some of the screen shots use different currencies and date formats depending on the configuration of the PC they were generated from.
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Q Can I scan in documents eg letters from customers and store them in Amphis Customer ?
A Yes, you can scan documents in, save them and then you can attach them to Customer History entries.
On the Customer History tab, you can select Letter from customer and click Create History Entry and then drag any file into the Attachment field. The file is then stored in the customer history for that customer. You can view the file any time by selecting that entry in the Customer History and selecting View Attached File. You can also create your own Customer History types from Tools->Maintain Templates eg you might create a history type called Customer Plans.
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Q My accountant needs my records in Sage. Can I export Amphis Customer records in Sage format ?
A Yes, you can export Amphis Customer records in Sage format .csv files which you can then Import Customer Records into Sage.
Export Customer Details and Transactions to Sage
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Q Help with importing customers into Amphis Customer from a spreadsheet
A First, go to Help->Help About and check the version of the software you are using. We improved the Import validation in v3.0.9 so if you're using an earlier version than that please upgrade (for free) to a later version. See help at the top of this page about how to do that or email customer support.
If you are importing from a .csv file and there are commas within the data, the Import will flag up that you will need to open the CSV file in Microsoft Excel and perform a Save As to save the CSV file as a spreadsheet/workbook (you can save it as either .xls or .xlsx). This is because if there are commas within the data itself, the Import is best handled in spreadsheet format rather than CSV format. So all you need to do is open the CSV file in Excel and then save it as a .xls file (for example) then retry the Import but this time specify the .xls file not the .csv file. For a spreadsheet you'll need to specify the name of the worksheet tab eg Sheet1. Note that Office 2007 renames the worksheet to match the name of the file so you'll need to check the name of the worksheet tab shown at the bottom of Excel.
The Import validates the data to check that there are no fields that are too big for the corresponding Amphis Customer database records. For example a telephone number field allows up to 20 characters but if your import file has, say, 25 characters of data, then the Import will flag this as an issue and ask you to edit the import file to reduce the data size to 20 characters. You might move the extra characters to another field or add something to the customer notes after the Import has been performed.
In the evaluation version of Amphis Customer, you can only create/import 30 customers but you can still evaluate the importing of customers from a spreadsheet if you delete rows from the spreadsheet leaving just enough to evaluate the import and stay within the 30 customers limit. When you purchase a license, the 30 customer limit is removed.
If you have any problems importing customers into Amphis Customer, do not hesitate to email Customer Support and we will be happy to help. Ideally, please email the file you are trying to import or maybe email us a file containing a few rows of the data you are trying to import, and we will investigate the problem.
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Q If I purchase a license, do I have to re-download or re-install everthing ? Can I keep all the customers details and invoice templates etc I have already set up ?
A You don't have to re-download or re-install or re-configure anything. You can keep all the data you have already set up and keep all the invoice templates, quote templates etc and other configuration changes you may have made. All you have to do is click the Get License String button or menu to send us the serial string and we send you back a license string which you enter to fully license the software. That's all you have to do.
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Q How can I re-download an old version of Amphis Customer ?
A You can click on the following links to download earlier versions of Amphis Customer.
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Q Are there any short CRM Training videos of Amphis Customer ?
A Yes, we have created some short CRM Training videos to show some of the features of Amphis Customer. You can view them on-line or download them to your PC to watch them. Some of the examples use US currency and date format and some use UK currency and date format. Click the link below. Free CRM Training videos
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Q How do I get my license string ?
Purchasing and Licensing Information
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Q How can I purchase multiple licenses so I can Share Customer Data across multiple PCs ?
Purchasing and Licensing Information
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Q Can I Import Contacts into Amphis - Customer from Microsoft Outlook ?
A Yes, you can Import Contacts into Amphis - Customer from Microsoft Outlook. Select the Customer->Import Contacts From Outlook menu and follow the instructions.
If you follow the instructions, you will export the contacts from Outlook to a Microsoft Excel (.xls) file eg contacts.xls and then import the contacts into Amphis - Customer from the .xls file.
There is a short video example you can view here or download here
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Q Can I Import Customers into Amphis - Customer from a Spreadsheet ?
Import Customers from Spreadsheet
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Q Can I drag and drop emails from Outlook into Amphis - Customer ?
A Yes, you can drag and drop an email from Outlook onto the main Amphis Customer form and it will automatically display the corresponding Customer Details with the Email added to the Customer History.
If there is no matching Customer Record you will be prompted to enter a few details for the new Customer Record to be created.
You can also drag and drop emails from Outlook onto the Customer History tab of Amphis Customer.
If you send emails or reply to emails within Amphis Customer they are automatically added to the Customer History.
There is a short video example you can view
here
or download
here
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Q Can I Mail Merge to print a Standard Letter for all my customers or a selected group of customers ?
A Yes, from the Mail Merge menu option you can select a group of customers and a document to generate. At the click of a button you can Mail Merge and print the document for each customer in the selected group. You can also print the Address Labels.
You can add customers to groups manually, or you can use pre-defined groups eg All Customers, Paying Customers, Top 100 Spenders etc. From some of the built-in reports eg Customers with a Specific Status you can also add all the customers to a group. This means you can assign customers a user-defined Customer Status and then add all customers with that status to a group. Effectively this means you can Mail Merge for a particular Customer Status as well as being able to Mail Merge to all customers within a group.
To create a document to Mail Merge, select the Tools->Maintain Templates menu option. The Mail Merge uses the first Template in the list for each Document Type.
To add a new document to the Mail Merge list, click Create New Document Type... to create a new type eg Special Offer. Then select the new type from the dropdown list. This will create a Word document template.doc. Click Edit Template to edit the template.
Now when you select the Groups->Mail Merge menu option the new Special Offer document type is listed. If you mail merge using Special Offer it will use the template.doc file you just edited.
If you just want to create the document for one or a few customers, you can go to the Customer History tab for each customer, select the document type and click Create Document. This creates the document and adds it to the Customer History. If there is more than one Template for a Document Type you can select which Template to use.
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Q How can I customize Amphis Customer CRM Software to Store Data Specific to my business ?
Custom Fields - CRM Software - Store Information Specific to Your Business
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Q Why do I get the error message 'Please create a table in the Template that has 2 rows and 5 columns' ?
Some of the templates use a Word table to display quote/invoice paragraphs or list of items. In earlier versions, we did not support having multiple Word tables in a template, and the software only expected to find a single Word table. So if you added an additional Word table to a template eg to format customer address details, the software would display this error. If you upgrade to the latest version (currently v3.0.9) we now support multiple Word tables and the software uses the last table in the document to display quote/invoice paragraphs or items. You can change the format of the Word table as long as it still has 2 rows and 5 columns.
Please check the version of Amphis Customer you are using by going to Help->Help About. If you are using a version earlier than 3.0 build 9, please upgrade to the latest version.
If you are using the latest version of the software and you still get this error, please contact Customer Support and we will be happy to help you.
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Q Can I add the Delivery Address to a template ?
Yes, you will need to be using v3.0.9 or a later version. See details in this FAQ for how to upgrade. You can then add
Delivery Address: <!deliveryaddress!>
to a template to display the Delivery Address.
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Q How can I add my company logo and address etc to the documents created ?
Invoice Templates - Quote Templates - Email Templates
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Q I want to change the wording of the documents generated - how can I edit the templates ?
Invoice Templates - Quote Templates - Email Templates
Q What additional fields can I add to the templates ?
A The following special tags can be added to the templates :-
customer id: <!customerid!>
title: <!title!>
name: <!name!>
company name: <!companyname!>
position: <!position!>
address: <!address!>
delivery address: <!deliveryaddress!> (note: requires v3.0.7 or later)
address: <!addressconcat!> (this is the address all on one line)
deliveryaddress: <!deliveryaddressconcat!> (this is the delivery address all on one line)
documentid: <!documentid!>
lastname: <!lastname!>
firstname: <!firstname!>
home telephone: <!hometel!>
work telephone: <!worktel!>
personal mobile/cell: <!mobiletelpersonal!>
work mobile/cell: <!mobiletelwork!>
(you can change the text to the left of the special tags, but the text within the
<!!>
tags cannot be changed)
You can also add the custom fields to the templates eg
Alarm Type: <!custom1!>
Alarm Make: <!custom2!>
Alarm Model: <!custom3!>
When fitted: <!custom4!>
etc
Of course, the text you display can be whatever is relevant to the Custom Fields you created specific to your business.
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Q How can I create custom reports ?
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Q How can I change the wording of the Email Templates ?
A You can create new Email Templates and edit existing Email Templates from the Tools->Maintain Templates menu option. Just select the Email or Email Reply document type to see the available Email Templates.
There is also a short video showing how to create an Email Template. Click here to watch it online or click here to download it.
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Q Can I create an Email Template that also sends a document ?
A Yes, you can create an Email Templates and attach a document to the template eg a PDF price list so that the document is automatically sent with any emails that use that template.
There is a short video showing how to create an Email Template.
Click here to watch it online or click
here to download it.
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Q Can I change where the document and templates are stored ?
A Yes, you can change where the documents, templates, reports and exports are stored by updating the file
Amphis Customer.exe.config
in C:\Program Files\Amphis Software\Amphis Customer v3.0 (or whichever version you are using)
the values for templatesFolder etc are blank by default but if you enter something like c:\templates and move the templates to the c:\templates folder then it will look in the c:\templates folder. You will need to restart the application for the change to take effect.
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Q How can I create a new Customer History entry type eg Conference Call ?
A You can create a new Customer History entry type from the Tools-> Maintain Templates menu. JUst click Create New History Entry Type and enter a name.
When you go to the Customer History tab for a customer you will be able to create a history entry of the new type you have created.
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Q How can I create a new document type eg Special Offer ?
A You can create a new document type from the Tools->Maintain Templates menu. Just click Create New Document Type and enter a name for the new type. Then select the new type from the dropdown list and you will see that a template called template.doc has been created for you. Select the template and click Edit Template to edit the new template in Word to add the wording, fonts, headers and footers etc.
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Q How can I make the addresses print more centrally on the labels ?
A If your addresses are printing not quite centrally on the labels, you can adjust the top and left margins. To do this you need to create a custom label in Microsoft Word and then use that label in Amphis Customer.
On the Envelopes and Labels form in Microsoft Word (this is where you would normally print labels from Microsoft Word), click Options, select your label type and then click New Label... This creates a new custom label.
On the Label Details form you can now edit the Top margin and Side margin. If your addresses appear too far to the left and too high on the label, increase the Top margin and Side margin. Change the label name to something like "My Label".
Now you just need to add the new label name to the "custom.txt" file in the Amphis - Customer installation folder which by default is "C:\Program Files\Amphis Software\Amphis Customer".
Now if you go to the Label Defaults form, you can choose the Label product Custom and then select your custom label My Label from the list to use your new custom label.
If the address still doesn't appear as you want it, you can edit your custom label again in Microsoft Word until you are happy with it.
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Q Which files should I backup ?
A It is important that you backup at least the Customer Database, templates and customer files at least once per day, and store the backup somewhere safe away from your computer, preferably in a different building.
Otherwise if your computer is stolen or a virus formats your hard disk you will lose your customer data.
The Customer Database is the file customer.mdb in the Data folder, which you can get to from Tools->Folders->View Data Folder
We recommend you backup all files in the Data folder, including the Documents, Templates, Reports and Exports sub-folders.
If you have moved the database or document/templates/reports/exports to a different folder or to a server it is essential that you also back these up at least daily.
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Q How can I upgrade from v2.0 to v2.6 ?
A There is a menu option in Amphis Customer v2.6 which enables you to import data and documents from v2.1 and later versions. But to import from v2.0 or earlier, please email Support to obtain the Upgrade tool and then follow the instuctions below.
Ensure you have a backup of all the files under c:\program files\amphis software
Then install v2.6 from our web site.
In version 2.0 and earlier, the Customer Database and Document and Template files were stored in C:\Program Files\Amphis Software\Amphis Customer but this is not compatible with Windows Vista and so the files are now stored in User folders.
To find where the files are stored in v2.6, use the Tools->Folders menu eg Tools->Folders->View Documents folder will show you where the Documents are stored. Tools->Folders->View Templates folder will show you where the Templates are stored etc
Tools->Folders->View Data folder will show you where the customer.mdb database file is stored.
By default the customer.mdb file is in the folder above the "documents" subfolder. On Windows XP this will be
C:\Documents and Settings\<username>\Application Data\Amphis Customer
On Windows Vista this will be
C:\Users\<username>\AppData\Roaming\Amphis Customer
To migrate your existing database and files from v2.0 to v2.6 you need to replace the v2.6 customer.mdb with your existing v2.0 customer.mdb and copy all the files from your v2.0 documents, templates, exports, and reports folders to the v2.6 folders.
Then extract the files from the upgrade tool .zip file and copy the files to the same v2.6 folder where you copied your customer.mdb file
Run upgradecustdb.exe and follow the on-screen instructions.
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Q How can I upgrade from v2.x to v2.6 ?
A To upgrade from v2.1 or later versions to v2.6, you can use the new Import Data from an earlier version facility.
First of all, you need to ensure you have a backup of the relevant folders. We recommend you backup all files in the Data Folder (which you can get to using Tools->Folders->View Data Folder) and the sub folders within the Data folder ie Documents, Templates, Reports and Exports.
Then you need to install v2.6 from our web site.
Then on the Customer menu you will see an Import Data From Earlier Version menu and you can select the version you are upgrading from.
It is free to upgrade to a newer version if you have already purchased a license for a previous version.
You may notice that your serial number changes when you install the new version and it shows you have 30 days remaining.
You just need to click on Get License String to send us your new serial number and we will return your new license string. This is a free upgrade - there is no charge.
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Q I am already using an early v3.0 build but how can I upgrade to the very latest 3.0 build ?
A If you are already using an early v3.0 build you can download v3.0.9 as a .zip file by clicking here and then extract the .exe file from the .zip and then replace your existing v3.0 exe file with this one. (c:/program files/amphis software/amphis customer v3.0)
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Q How can I Share Customer Data between PCs ?
Share Customer Data between PCs
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Q Can I use SQL Server to store the customer data ?
Upgrade from Access to SQL Server
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Q I have created an invoice for a customer but I don't think it is ever going to be paid. How can I indicate that in Amphis - Customer ?
A You can mark an invoice as a Bad Debt by clicking on the Customer Account tab, selecting the invoice and clicking Mark as Bad Debt.
Also, if you have received some of the money for an invoice but there is still some outstanding, you will be prompted when you create the receipt to specify whether you still expect to receive the amount still owing or whether it should be marked as a Bad Debt.
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Q How can I change the default wording of the Email when I click Email Attached File to Email Invoices to customers ?
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Generating Documents
In order to generate documents eg Quotes and Invoices, Amphis Customer CRM Software requires Microsoft Word to be installed.
Amphis Customer supports Word 2003 and later versions.
If you attempt to create documents using earlier versions of Word you will see error messages displayed.
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Email Customer Support
If you cannot find the answer to your problem on the Support Pages,
please click
here
to email customer support.
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