A The templates contain special tables into which invoice or quote data etc is inserted. The tables mustn't be removed or else you will see the 'Please create a table' error message. For more information see

Editing Document Templates

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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

CRM Software FAQ CRM Software Home

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.

CRM Software FAQ Invoicing Software Home

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.

CRM Software FAQ Invoicing Software Home

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

CRM Software FAQ CRM Software Home

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.

CRM Software FAQ CRM Software Home

Q How can I customize the software to Store Data Specific to my business ?

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

CRM Software FAQ CRM Software Home

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.

CRM Software FAQ CRM Software Home

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

CRM Software FAQ CRM Software Home

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)

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!>

CRM Software FAQ CRM Software Home

Q How can I create custom reports ?

Create Custom CRM Software Reports

CRM Software FAQ CRM Software Home

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.

CRM Software FAQ CRM Software Home

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.

CRM Software FAQ CRM Software Home

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.

CRM Software FAQ CRM Software Home

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.

CRM Software FAQ CRM Software Home

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.

CRM Software FAQ CRM Software Home

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 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.

CRM Software FAQ CRM Software Home

Q Which files should I backup ?

A See CRM Backups

CRM Software FAQ CRM Software Home

Q How can I upgrade from v2.0 to v2.6 ?

A There is a menu option in 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.

CRM Software FAQ CRM Software Home

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.

CRM Software - Import Data from an earlier version

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.

CRM Software FAQ CRM Software Home

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 upgrade to the latest v3.0 build. We have full instructions here.

CRM Software FAQ CRM Software Home

Q How can I Share Customer Data between PCs ?

Share Customer Data between PCs

CRM Software FAQ CRM Software Home

Q Can I use SQL Server to store the customer data ?

Upgrade from Access to SQL Server

CRM Software FAQ CRM Software Home

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.

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.

CRM Software FAQ CRM Software Home

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

CRM Software FAQ CRM Software Home

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.

CRM Software FAQ CRM Software Home

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 :-

You are using an old version of Microsoft Word. Amphis Customer requires Word 2003 or a later version to create documents.
You may also see this error if you have upgraded from an old version of Word to a newer version

The solution is as follows :-

If you are using an old version of Word you will need to install Word 2003 or a later version.

If you have installed Word 2003 or a later version, but you still see errors when attempting to create documents :-

Uninstall the old version of Word from Control Panel Add/Remove Programs or Programs and Features.
If that still doesn't fix it, also uninstall your new version of Word and re-install it.
If that still doesn't fix it, you may need to uninstall Office and re-install Office.
Also, check that if you run Word and create a new document manually, then go to where that document is saved, right-click on the document and select Open. Check that the document is opened in your new version of Word. If it asks you which program to use, select Microsoft Word and tick the "Always use" tickbox. When Microsoft Works has been installed previously (including Word 2002) it didn't seem to set the new version of Word as the default program to use.

We have more information about this here Attempted to read or write corrupted memory

CRM Software FAQ CRM Software Home

Email Customer Support

If you cannot find the answer to your problem on the Support Pages, please click here to email customer support.

CRM Software Frequently Asked Questions (FAQ)

Contacts Management Software Installation

Contacts Management Software / Invoicing / CRM Upgrades

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