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Why do we need this software?
How do we use this software?

Company Screen
Client Screen
Sales Screen
Invoice Screen
Sales Grid Screen
Client Grid Screen
Analysis Screen
Frequently Asked Questions
Amend an invoice
Retrieve specific records
Export Graph to Excel
Credit Notes

Troubleshooting setup
FREE Upgrade

Unlicense version limitations:
No printing invoices, adding & analysing more than 7 sales records.
Buy a license from www.clickok.co.uk

WHY DO WE NEED THIS SOFTWARE?

You need to INSTANTANEOUSLY be able to analyse and view sales data in graph format. Just choose and click an option on the drop down list.
You need to do this to monitor progress, know who are your best income producing clients or product lines / services (and focus on them), refine your product / service lines, discover which marketing methods are producing the best returns, who your best sales people are, what your conversion ratios are so you can improve, know the demographic stats of the people who buy most from you so you can focus on selling to that range, know what effect price changes make on sales over time to maximise price without meeting price resistance..... and much more. You need this information and more to guide you and those around you. You need to do this without the hassle of the maths or it taking up any time or paperwork.

- 37 instant methods of analysis
- View individual company, client, product / service, marketing tool or sales rep performance
- Compare between companies, clients, products / services, marketing tools and sales reps
- View and compare age, sex, ethnicity, income, city and country of clients.
- Instantly view conversion ratio (overall % of leads who become paying customers)
- Instantly view individual closing ratios (% of leads converted by individual sales reps)
- Compare closing ratios between sales reps
- View and compare by income and by number of sales
- Compare / view criteria by year or for all years you have been in business
- Instantly convert to and view monthly or quarterly figures
- Export graphs to Excel for presentations
- Create invoices
- Skip the data entry phase
- Once details are entered for invoices, sales are available for analysis
- Easy to use sales entry screen
- Easily make database changes

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HOW DO WE USE THIS SOFTWARE?

Four simple steps

Step 1 : Enter your company details. So if you are trading under the company name of MyCompany Corp. then enter these details in the company screen.

Step 2 : Enter client details. So if a client has just bought seven copies of your bestseller for $29.99, enter their details in the client screen. If the client is a company, enter the company name in "client company name" text box. If the client is an individual, you MUST make up a username for the client (use some combination of first name, surname and initials) and add this username to the "client company name" text box. It is vital that the "client company name" text box is filled in as this is constantly referenced throughout the program. This will be the ID of your client. It is wise to stick to the same combination of first name, surname and initials when creating a username for all individuals who are clients.

If your clients are just leads and you have not yet sold to them, you can still add them here. Because each sale you add (in the sales section) is associated with a client, the analysis section will instantaneously be able to calculate your conversion ratio (what percentage of the total number of clients have become paying customers). If your clients are individuals you can add age,sex,ethnicity,income information. Even if your clients are large corporations, often the sale is made person to person, so collecting the information relating to the true buyer can be useful. If the client has been assigned to a sales person, you can add that sales person to the LeadGivenTo text box. Later you will be able to see if s/he closed the sale and work out his/her general closing ratio. You can directly modify the ethnicity and LeadsGivenTo files from the c:\program files\analyser diretory to alter the drop down list options.

Step 3 : Enter Sales in the sales screen. Use the client drop down menu to locate the client you just entered and use the company drop down menu to locate the company you just entered. Enter the sale details (in this case unit price=29.99,quantity=7). Use the button below the product/service text box to pull up the product list and add "bestseller". Then use the drop down list to ensure "bestseller" is listed in the text box. Create a referenceID for this sale (which will pull all sales with the same ID into one invoice). Use the drop down list to choose the sales person who sold the product. Lets say you were the sales rep and your name is John. Select "John" in the sales rep drop down box (your name would have previously been added to the LeadsGivenTo textfile in the c:\program files\analyser directory or you would have previously made a sale, hence it would automatically appear in the drop down list). Also lets imagine that this client was the result of an ad in the local paper. Therefore enter "Local Newspaper Ad" in the marketing tools textbox (once added, "Local Newspaper Ad" will automatically appear in the drop down list next time). We won't enter discount, tax and freight for this example. Then click on 'Calculate Total and add to database' button.The pop-up box will calculate the total and ask if you want to add the sale to the database. Respond yes.

Optionally create an invoice for the above sale in the invoice screen by simply using the retrieve ReferenceID drop down list to select the referenceID of the sale you just created. If you want multiple sales listed in the invoice, create those sales with the same referenceID, as explained above.

Step 4 : Use the drop down list in the analysis screen to choose an automatic analysis function.
With just the above sale in the database, you can instantly see that the client has ordered $209.93, the "bestseller" product produced an income of $209.93, the Sales Rep named "John" produced one sale and the value was $209.93, the marketing tool "Local Newspaper Ad" produced one sale of $209.93, MyCompany Corp as a whole so far has had a gross income of $209.93, the company's conversion ratio so far is 100%, the sales person "John" has a closing ratio of 100% etc ...... and more. This is obvious with just one sale and product, but when you add many sales and many products, Analyser will instantaneously allow you to compare sales between products/services, compare income they produce, compare between clients (which clients order most, when and how often), compare between marketing tools and sales reps, closing ratios, demographics and more.

Experiment adding imaginary sales until you get used to the software. Use a reference ID of "TEST" for all tests, that way it will be easy to recognise and delete the tests at any time.

All these and other features are explained in more detail in their relevant sections, which can be indexed from the top.
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COMPANY SCREEN

In this section, you add your company name and details.
Some companies use multiple trading names, hence the need for multiple companies.
Once added, all your company names will appear in relevant drop down lists.

Before entering data in the boxes press the clear screen button.
The enter "Add Company to database" button becomes active only when you have pressed the clear screen button.
If you come to this screen from another screen and the "Add Company to database" button is active, be very careful not to press it as you will modify an existing entry and create a duplicate one.

These details will appear on the header of your invoices if you are not using letter headed paper.
The company name, address, city and post code is necessary to create an invoice without blank fields. Test creating a company and an invoice to get used to it.

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CLIENT SCREEN

In this section, you add your client name and details.
Once added, all your client names will appear in relevant drop down lists.

If the client is a company, enter the company name in "client company name" text box. If the client is an individual, you MUST make up a username for the client (use some combination of first name, surname and initials) and add this username to the "client company name" text box. It is vital that the "client company name" text box is filled in as this is constantly referenced throughout the program. This will be the ID of your client. It is wise to stick to the same combination of first name, surname and initials when creating a username for all individuals who are clients.

If your clients are just leads and you have not yet sold to them, you can still add them here. Because each sale you add (in the sales section) is associated with a client, the analysis section will instantaneously be able to calculate your conversion ratio (what percentage of the total number of clients have become paying customers). If your clients are individuals you can add age,sex,ethnicity,income information. Even if your clients are large corporations, often the sale is made person to person, so collecting the information relating to the true buyer can be useful. If the client has been assigned to a sales person, you can add that sales person to the LeadGivenTo text box. Later you will be able to see if s/he closed the sale and work out his/her general closing ratio. You can directly modify the ethnicity and LeadsGivenTo files from the c:\program files\analyser diretory to alter the drop down list options.

Before entering data in the boxes press the clear screen button.
The enter "Add Client to database" button becomes active only when you have pressed the clear screen button.
If you come to this screen from another screen and the "Add client to database" button is active, be very careful not to press it as you will modify an existing entry and create a duplicate one.

These details of your clients appear at the head of all invoices.
The company name, address, city and post code is necessary to create an invoice without blank fields. Test creating a client and an invoice to get used to it.

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SALES SCREEN

This is where you add sales.
Add each sale you make here. So if you want an invoice that totals $300 but it's made up of two sales, one for two hours consultancy at $75 and the other for a sale of a brochure at $150, then you should add two sales in this section, one for a unit price of 75 and unit quantity 2 and the other for a unit price of 150 and quantity 1. Each sale should be identified as a different product/service but both sales should have the same referenceID, so they'll appear on the same invoice.
The way you enter sales is important because later you'll be able to analyse, for example, how much income the brochures produces over the year and how much income was produced by consultancy.

Use the "client" and "associate with company" drop down lists to associate this sale with a client and company.
All clients added from the client screen appear in the drop down list. All companies added from the company screen appear in the associate with company drop down list.

The Product / Service drop down list will have some sample products listed. You can press the button below to add or modify the list according to your needs. After modification or adding a new product, the next time you use the list, the product will appear in the list.

The sell date is very important. This date is analysed during many of the analysis functions and should accurately reflect the date of your sale.

The referenceID is also very important. Because it links each sale to an invoice, so all sales with the same reference ID are listed on the same invoice. For your convenience a "Client Name and Reference Date" button is included, which automatically joins and inserts the client name and reference for easy referenceID creation. You can create your own reference ID's but it is wise to stick to a consistant format.

Enter Ship date, discount, tax and freight details.
Also enter details of the marketing tool that was used to gain the sale and the sales person responsible. These help analysis later.

Once the details are entered click on "Calculate Total". The total will be calculated and then you will be asked if you want to insert the sale into the database.

E.G.

To add seven houses sold at $1000,000 each enter price=1000,000, quantity=7
(You could add "houses" to the product list)

To add seven hours charged at $75 per hour enter price=75, quantity=7
(You could add "hours" or "call out charge" or "consultancy" or "boardmeeting" or anything to the product list)

If both of the above sales are entered with the same ReferenceID then you will be able to pull the ReferenceID in the invoice screen and both sales will appear in the invoice.

If you are creating a credit, ensure that the credit amount is a negative value. In the above example, if the client wanted to pay for only 5 hours and you issed a credit note, make the amount= -75 and the quantity=2. Then theTRUE sale will be reflected and the analysis later will reflect the TRUE sale.

You will be able to add currency symbols later if needed.
Practise to get used to this screen.

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MODIFY INVOICES
(also see "invoice screen" section below)
To amend an invoice you can simply alter the text boxes and generate an invoice, which will show the changes. The values for the invoice are taken from the invoice screen text boxes and the company and client details are taken from the company and client screens, which automatically appear once you choose the company or client from the drop down text boxes. For example, if your client is an individual you may have filled in the client's company name text box in the client screen as JohnDoe and then the First name as John and Surname as Doe, then when you view the invoice you may see John Doe twice, once as the company name and then as the First Name and Surname. Just switch to the client screen, erase First name and Surname from the screen and view the invoice again. The invoice will then reflect John Doe only once.

If you go the company and client screens in order to amend what you want to appear on the invoice and the "Add to database" button is active, be careful not to press it, because you will alter the existing record and create a duplicate one.

However, for analysis purposes, the sales in the sales database should represent the actual sales made, so the invoice, when retrieved should reflect the records in the actual database. So to properly amend an invoice, you should directly change the records in the sales database.

The best way to do this is delete the inaccurate sale from the sales grid (which deletes it from the database) and recreate it in the sales section by adding a new sale, attaching the same referenceID. That way you don't have the complexity of changing multiple fields as explained below.

It is more complicated and not advised to change the sale information of a sale directly, because multiple fields need to be changed. However, to do this pull the invoice by retrieving the referenceID and only the records associated with that invoice will appear in the sales grid. Go to the sales grid section and then update or delete the records using the buttons available. Once the changes have been made, retrieve the invoice again and the changes will be reflected.

Remember that if you change the sell date from the sales grid, you are changing it in the database directly so you have to change it in three places, the sell date itself, then the year field and the month field and the day field. If you change the amount, you have to change the quantity, price and tax, discount, freight and total and subtotal information (the subtotal and total should be the same) . Also check and change other related fields. Also if you change a reference ID, you must apply the same referenceID to all the sales that you want to appear on the invoice with that referenceID.

INVOICE SCREEN
Retrieve specific records
Credit Notes

This is where you create your invoices or pull sales associated with invoices.
Most companies need to invoice to get paid. The great thing is that once the data is entered to create the invoice, it then becomes available for analysis, so you skip the labor intensive data entry phase. If you don't invoice, it is wise to add the sales on a daily basis or as you make them. Then when you need to analyse the data, you can access the range of functions from the analysis section and just click.

Simply, use the Retrieve referenceID drop down list to view all your invoices, click on one and the sales associated with each one will appear. To view only the outstanding invoices, make sure the "Outstanding" check box is ticked.

To mark an invoice as paid (or not outstanding), simply, pull it up and click "Mark invoice as paid" button. Then a label will appear telling you that it is has been paid and will be viewable when the "Outstanding" check box is not ticked. Every time you retrieve the invoice the label will appear telling you that it is has been paid.

You can bill from whichever of your companies, change quantity to hours, days or whatever, change the invoice date and label from "invoice", to "amended" or "credit note" .

The "visible" check boxes, when unchecked will cause those columns to NOT appear in the invoice. Because, for example, you might not want clients to know that you offer discounts, or freight may not apply or you just want to make the invoice look less cluttered.

You can use the large text boxes to enter whatever other informatin you may need to provide. Some example are provided.

If you press "Generate invoice", the invoice will appear. Without a license, some fields will have different colours and an anti-print message will appear. When you purchase a license, these settings will revert to normal. The option to print out and view format or export is always available.

Once you pull an invoice, the associated sales will appear in the associated grids where you can manipulate them if needed.
Once the data is changed in the databases,the invoices will reflect that changes (you might have to pull them again to refresh them).

CREDIT NOTE
When issuing a credit note, make sure the sale has a negative value. So if your original invoice was for $100 and you issue a credit note for $25, create a new sale with price = -25, quantity =1. This way the total income (in this case $75) will be calculated correctly in all calculations and analysis.

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SALES GRID SCREEN
Retrieve specific records

This section shows all your sales.

You can directly modify all entries from here. To delete, Allow Delete then click on the arrow to the left of the item (on the grey part of the grid) and press the delete button on your keyboard. To update, Allow Update, then after you make the change, also hit on the arrow to apply changes. Refresh the view to ensure changes have been applied. Reset to Not Allow after finishing, for safety.

You can expand each section or double click to view a pop up box of the section. You can order the fields by using the sort drop down boxes.

Using the sort drop down box is an easy way to view the sales you want. Even easier, retrieve the invoice relating to the sale by looking up it's ReferenceID and that sale along with others relating to the invoice will be the ONLY ones visible.

Sometimes this view may show no records, just refresh the database.
If an item has an ID of 0, you need to refresh view.

RETRIEVE SPECIFIC RECORDS

You can retrieve specific records by client name, sell date, product/service, referenceID by going to the sales section and sorting the records using the sort sales drop down list. For example, to find records by company, just sort by company and browse to the company you require from the list.

Also, you can pull the invoice by retrieving the referenceID and only the records associated with that invoice will appear in the sales grid.

From the grid sections you can update or delete the records using the buttons available. Once the changes have been made, retrieve the invoice again and the changes will be reflected.

The sales grid section is the most relevant, because usually there are not more than a few companies, a lot more clients depending on business type but hundreds or even thousands of sales.

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CLIENT GRID SCREEN
Retrieve specific records

This section shows all your companies and clients.

You can directly modify all entries from here. To delete, Allow Delete then click on the arrow to the left of the item (on the grey part of the grid) and press the delete button on your keyboard. To update, Allow Update, then after you make the change, also hit on the arrow to apply changes. Refresh the view to ensure changes have been applied. Reset to Not Allow after finishing, for safety.

You can expand each section or double click to view a pop up box of the section. You can order the fields by using the sort drop down boxes.

Using the sort drop down box is an easy way to view the sales you want. Even easier, retrieve the invoice relating to the sale by looking up it's ReferenceID and that sale along with others relating to the invoice will be the ONLY ones visible.

Sometimes this view may show no records, just refresh the database.
If an item has an ID of 0, you need to refresh view.

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ANALYSIS SCREEN

Click on the drop down list and HOLD to browse and make your selection

The analysis section allows you to INSTANTANEOUSLY analyse sales data. Just choose and click an option on the drop down list.
You need to do this to monitor progress, know who are your income producing clients or product lines / services (and focus on them), refine your product / service lines, discover which marketing methods are producing the best returns, who your best sales people are, what effect price changes make on sales over time. You need this information and more to guide you and those around you. You need to do this without the hassle of the maths or it taking up a lot of time or paperwork.

The drop down lists in the analysis section may have different values than in other sections. That's because the analysis section works with actual sales as opposed to only entries. For example, you may have a list of 25 sales people in the sales rep list but only 3 of them have made any actual sales. The drop down list for sales reps will consist of only those 3 sales reps, because they're the only ones who have sold anything.

You can analyse sales, per company, per client, per product/service, per sales rep or per marketing tool.
You can analyse sex, age, income, ethnicity,city,country demographics.
Yuo can instantly view conversion ratios and compare closing ratios between sales reps.
You can automatically switch from monthly to quarterly views.
You can automatically see total sales over years or breakdown per year.
You can export the graph to Excel for presentations.

You can compare between sales of products/ services, companies, clients, sales reps or marketing tools.

So you instantly see who your best customers are and when they are buying and how much income they bring you.
You can compare between these customers.
You can analyse which over which periods these customers buy.

You instantly see what your best product lines are or over what period particular products sell well.
You can compare between these product/services.
You can analyse which over which periods these product/services sell.

You can instantly see which marketing tools are the best at bringing in sales.
You can compare between these marketing tools.
You can analyse which over which periods these tools work best.

You can instantly see which sales reps produce the most sales or inccome.
You can compare between these sales reps.
You can analyse which over which periods these sales reps are most effective.
You can analyse the closing ratios of your sales reps. If you give them 100 leads, how many do they convert into sales?
If you have given them a lead, you can instantly view if that lead was given by you, which would be important if you were an area manager and earn income from their sales.

You can instantly view the ethnic groups, the sex, the ages, the income brackets, the city and country locations of all your clients. If for example you were a language school, this information would be invaluable to you.

Drop down lists:
(All analysis can be made for all years you have traded or specific years).

Total Income (all companies)
This calculates total income for the selected year for all companies.
Figures are calculated monthly. Click the quarterly check box to view quarterly figures.

Income (per company)
This calculates total income for the selected company for the selected year.
Figures are calculated monthly. Click the quarterly check box to view quarterly figures.

Income per client
This calculates total income for the selected client for the selected year.
Figures are calculated monthly. Click the quarterly check box to view quarterly figures.

Income per product/service
This calculates total income for the selected product/service for the selected year.
Figures are calculated monthly. Click the quarterly check box to view quarterly figures.

Income per marketing tool
This calculates total income for the selected marketing tool for the selected year.
Figures are calculated monthly. Click the quarterly check box to view quarterly figures.

Income per sales rep
This calculates total income for the selected sales rep for the selected year.
Figures are calculated monthly. Click the quarterly check box to view quarterly figures.

Compare sales by year
Compares sales for all years

Compare sales by company
Compares sales by company for the selected year

Compare sales by client
Compares sales by client for the selected year

Compare sales by product/service
Compares sales by product/service for the selected year

Compare sales by marketing tool
Compares sales by marketing tool for the selected year

Compare sales by sales rep
Compares sales by sales rep for the selected year

Conversion rate (sold clients \ clients)%
Number of clients in your database you have sold to compared to the number in your database (%)

Compare closing ratios per sales rep(%)
The percentage of leads sales reps convert to sales

Compare sold clients by age
View of clients by age range

Compare sold clients by ethnicity
View of clients by ethnicity

Compare sold clients by sex
View of clients by sex

Compare sold clients by income
View of clients by income

Compare sold clients by city
View of clients by city

Compare sold clients by country
View of clients by country

Total number of Sales (all companies)
Total number of sales for all companies for the selected year

number of Sales (per client)
Total number of sales per client for the selected year

number of Sales (per product/service)
Total number of sales per product service for the selected year

number of Sales (per marketing tool)
Total number of sales per marketing tool for the selected year

number of Sales (per sales rep)
Total number of sales per sales rep for the selected year

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EXCEL

You can export the graph to excel for presentations. The export function copies all the figures which you can paste onto an excel spreadssheet and automatically create a graph using the graph wizard. The graph can then be exported to any document, such as Word.

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FAQ's

Q. How much is Analyser?
A. Go the www.clickok.co.uk for the latest price, info, help file, free upgrade etc....

Q. How do I buy the license?
A. With a credit card from our web site. Go to www.clickok.co.uk

Q. How secure is purchasing over the internet?
A. Read our online credit card security page at www.clickok.co.uk.

Q. After I pay for my license, how soon do I get it?
A. Usually the same day. In exceptional circumstances, it may take a few days. Be patient, it is in our benefit to make things run smoothly for you.

Q. Do you provide support for non licensed users?
A. At our discretion. Because of the economics our license holders take priority.

Q. Your support email address?
A. support@clickok.co.uk

Q. How do we make custom orders?
A. Contact us at support@clickok.co.uk with your requirements.

Q. How flexible is the database?
A. Very. It's a standard *.mdb file which can be manipulated by most database programs. You are advised to make any changes of the database itself by using a copy of the Analyser.mdb as you may modify the original structure in such a way that it is inoperable with the Analyser.exe. These actions are only adviseable by database programmers. We offer no support, whether you are licensed or unlicensed, if things go wrong.

Q. Can the database be migrated to SQL or ORACLE.
A. Yes, but you will need our help. You will also need a new Analyser.exe

Q. Why doesn't the database ID start at 1, even though I have a new database or have just downloaded the program?
A. This is due to the development process. You don't have to worry about this.

Q. Can I set up analyser over a network?
Q. Can multiple machines access analyser.
A. Yes, but you need the network license and a special Analyser.exe file, the file that contains all the code. Contact www.clickok.co.uk

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UPGRADE

Even though you may have the latest version, you may not have the latest *.exe.
This is the file that runs your program and contains all the code. It is updated anytime a change is needed or functions are added. If you have ever installed any version of this program, you can instantly upgrade by downloading the latest Analyser.exe from www.clickok.co.uk

This is because the files needed to run the program are already installed on your system! This is a superfast download and takes just a few seconds. Just download anywhere and double click.

Also, you can delete the old Analyser.exe from C:\Program Files\Analyser and paste the new one in it's place. If you get errors after installing the updated Analyser.exe, you may need to completely reinstall the latest full version. This will probably be due to extra functions having been added that require extra files not loaded on your system. Typically these errors read something like "unable to load or find SOMETHING.DLL file".

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TROUBLESHOOTING

General Troubleshooting tips:
This software has been thoroughly tested by us and clients alike. If the logical series of steps presented are followed with regard to entering data, less than 2% of users have errors and most of those are training issues. Ensure you make full daily backups of the "c:\Program Files \Analyser" directory as all files therein can be directly copied back into the analyser directory to make the program fully functional in case of issues.

When having problems, the first troubleshooting things you should do is :
a) Refresh all databases from the sales or client grid screens
b) Stop and restart the program
c) Try and repeat the error and see if it reoccurs.
d) Ensure that the error is not a data entry error.
d) Describe EXACTLY how the error is occurring and then email support@clickok.co.uk. If we can duplicate the error, we'll fix it and send you the fixed version.

Default Settings:
Accept ALL the default settings.

Install Directory:
This program MUST be installed in the C:\Program Files\Analyser directory.

Windows 95/98:
Again Win 95/98 installation errors may occur on systems that don't have any recent major software packages installed. For example, an Office 2000 install on Win95 will install many of the latest data access and COM components needed for many applications.If you have trouble installing this package on Win98/95, it may be that you need DCOM98. Download and install from www.microsoft.com/download and then retry setup again.

ODBC connection error on startup:
This software automatically creates an ODBC connection to the Analyser database (called Analyser which MUST NOT be changed). The analyser database is Microsoft Access 97 format. Most computers will have the drivers for this automatically installed so most users won't have this problem.

The easiest way to install this is install from the Microsoft Office CD and during the setup goto custom settings and select all.

However, on older systems or if the above doesn't work, you will need to download and install the latest Microsoft Data Access Components (keyword MDAC from www.microsoft.com/downloads - the location and elements included keep changing so we can't supply the URL here). MDAC should include the Access 97 drivers.

You can check that all the driver software is installed by manually creating a DSN connection to any Access 97 database in start>settings>control panel>ODBC.

DSN connection name:
The DSN connection in ODBC in control panel is automatically created and named "Analyser". Do not change this name or any of the properties.

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