CRM Software Frequently Asked Questions (FAQ)

Contacts Management Software / Invoicing / CRM Licensing

Importing customers into Contacts Management Software / Invoicing / CRM

Editing Templates to Customize Quotes, Invoices, Standard Emails etc and also creating new document types

Attaching files and scanned in customer documents

Customizing CRM Software to store custom data fields and to create custom reports

Mail Merge

Outlook Integration

CRM Software Configuration

Sharing Customer Details Across a Network

Upgrade to SQL Server Database instead of Microsoft Access

Contacts Management Software / Invoicing / CRM Backups

Contacts Management Software / Invoicing / CRM Training

CRM Software / Invoicing Software Troubleshooting


Q What currencies does 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 the software 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 How can I delete a customer record ?

A Just go to the Customer menu and select Delete Customer to delete the selected customer.

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Q Can I edit or delete customer entries eg Invoices ?

A Yes, just select the entry on the Customer History tab and click View/Edit History Entry or Delete History Entry

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Q Can I scan in documents eg letters from customers ?

A Yes, you can scan documents in, save them and then you can attach them to Customer History entries.

Attach Scanned Documents to Customer Record

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Q Can I attach files to a customer record ?

A Yes, you can attach files to customer records.

Attach Files to Customer Record

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Q My accountant needs my records in Sage. Can I export records in Sage format ?

A Yes, you can export 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 from a spreadsheet

A 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, 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, 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 If my PC dies and I have to re-install on a new PC, do I have to purchase another license ?

A No, we just transfer the license to your new PC. You don't have to purchase another license. You'll need to make sure you have a backup of all your data and documents. Just re-install the software on your new PC from our web site and copy the backup to the relevant folders.

Move Software to new PC

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Q Are there any short CRM Training videos ?

A Yes, please click the following link. Free CRM Training videos

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Q How do I get my license string ?

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 from Microsoft Outlook ?

A Yes, you can Import Contacts from Microsoft Outlook. Select the Customer->Import Contacts From Outlook menu and follow the instructions.

Import Contacts from Outlook

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 from a Spreadsheet ?

Import Customers from Spreadsheet

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Q Can I drag and drop emails from Outlook ?

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.

If you send emails or reply to emails within the software 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.

Mail Merge

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 the software to Store Data Specific to my business ?

Custom Fields - CRM Software - Store Information Specific to Your Business

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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 Does your CRM Software Support Delivery Notes ?

Delivery Notes are high on our list of enhancements to add but we haven't quite got to them yet but there is a workaround you can use. The Job Sheets can be easily customized to look like a Delivery Note as they contain exactly the same informaton. If you just go to Tools->Maintain Templates and select JobSheets - Itemized from the list and edit the template. You can just change the text Job Sheet to Delivery Note. Then when you create or edit an Itemized Invoice, tick the JobSheet tickbox at the bottom of the form and the JobSheet that is automatically created for you can be used as your delivery note. You can print it or email it as required.

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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!>

         name/company: <!nameandcompany!>

         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)

         deliverynotes: <!deliverynotes!>

         documentid: <!documentid!>

         lastname: <!lastname!>

         firstname: <!firstname!>

         home telephone: <!hometel!>

         work telephone: <!worktel!>

         personal mobile/cell: <!mobiletelpersonal!>

         work mobile/cell: <!mobiletelwork!>

         salesperson: <!salesperson!>

         businessname: <!businessname!>

         date: <!date!>

         web site: <!website!>

         email work: <!emailwork!>

         email home: <!emailhome!>

         messenger service: <!messengerservice!>

         company number: <!companynumber!>

(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.

You can include dates in the future in the templates as follows (requires v3.0.56 or later) :-

<!FutureDate1Month!>
<!FutureDate2Months!>
<!FutureDate3Months!>
<!FutureDate6Months!>
<!FutureDate12Months!>
<!FutureDate18Months!>
<!FutureDate24Months!>

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Q How can I create custom reports ?

Create Custom CRM Software 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.

Creating 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.

Creating Email Templates

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 going to Tools->Configuration. This shows where the documents, templates, reports and exports folders are currently located.

You can move those folders wherever you like as long as you give users the necessary permissions to access the folders. If you want to share the folders on a Server you can create a folder on a Server and then right-click on the folder and select Sharing to create a Shared Folder that client PCs can access.

On each client PC you just need to go to Tools->Configuration, click Change and browse to the new folder location. You can also click Test to check the permissions are ok. If you cannot see the folder that has been set up, check the permissions on the folder. If the folder is now on a Server, check that it has been set up as a Shared Folder with the relevant permissions for client PCs to access and update the folder.

If you don't see any Change or Save buttons, licensed users can Upgrade CRM Software For Free to the latest version.

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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 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 ?

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.

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 ?

Email Invoices - Email Quotes

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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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