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Tips & Tricks

Quick tips to get the most out of EQ Software.

Important Note: Automated Catalogue Downloading with EQ Net

We are delighted to announce the release of EQ Net. This exciting new application has been designed to automate the downloading of catalogue and price list updates, which means the data contained within your EQ Software system is always up to date with the data available to us.

With the next release of EQ this autumn, EQ Net will be required for all catalogue downloads so click the link below and install yours now.

 

 

 

December 2012

Customer address list

Users of every version of EQ Software can create an address list from your customer database, perfect for mass mailing, even Christmas cards!

  1. Click Reports and Reports Browser
  2. Expand the heading Customer/Prospects and click Customer/Propsect List
  3. Click Run Report
  4. You could enter any criteria here to refine the list, e.g. created dates, or only customers with a status of "Customer".
  5. Click Print. There are 3 reports in one here depending on how you want the format. You can preview each, and when you close the print dialogue, the next pops up.
    We recommend closing the first 2 and using the third as the format of the address is clear to see.

Users of EQ Professional can export a mailing list in CSV format for use in other software
e.g. Microsoft Word's mail merge wizard. See the tip below in April 2012.

 

November 2012

Emailing customers directly from EQ

As part of EQ's CRM you can email customers directly and use pre-set templates to save time. (For the below steps to work, please ensure you have your email settings in EQ within Tools > Customise > Email Settings. See F1 help for more information on which settings are required)

From the customer window click the Email button to show a blank email message. You can send directly from here, or you can set up a template. Click the black and white 'Edit Popup Contents' button next to the Email Templates line.

1. Click Add and type a name for your template
2. Enter a subject and select Type Email
3. Enter the body of your email by entering text (or HTML code using the tab at the bottom).
4. Click the Merge Fields button to access a list of field names that you can merge into your email
E.g. Click Customer forename to automatically insert the customer's name when the template is used.
5. Update to save and close the email template.

You can now use the Email button on customer to select your template name and see your merge fields in use.

If you created a template with order details (e.g. order number or date or value) make sure you click the quote or order so that it is highlighted on the customer screen before you click Email. This means the email template knows which order to merge details.


October 2012

Add your own logo company logo

It is easy to personalise your printed documents from EQ. You can add your company logo and design to the header of all your customer facing documents.

You need to create a graphic the correct size for the document heading. This is 720 x 124 pixels. It can contain your logo, address details and any trade association logos you may use. If you need help resizing your logo and adding text please e-mail support with your logo attached.

To enable a company logo: click Tools > Customise > General Layout > tick Show Company Logo. Then close and re-open EQ.


September 2012

Database Integrity Check

As you use EQ your databases store more data and become larger. To maintain stability and to keep the databases at a workable size you should run a database integrity check fortnightly. This check removes old deleted records and compacts your database and can prevent data related errors occurring.

You need to run a data integrity check when no users are logged in to EQ so ensure it is closed on all your PCs before continuing.

Click File > Utilities... > Check Database Integrity.

It is recommended that you leave the backup option ticked, then click the button to proceed. Wait for the backup to complete then respond to the question by clicking "Yes". Do not interrupt the process. The windows will close and return you to the main EQ screen when it is complete.


August 2012

Mix Furniture Groups

You  can add multiple furniture groups to a quote in order to raise a mixed quote, e.g. units for an island in the kitchen, or featured wall units. The following applies for complete furniture catalogues (you can do similar mixing with separate door manufacturers but the steps are different).

Create a quote in one range and add standard products.

Click the small drop down arrow next to Heading and click Create Heading and give it a name.

To add products to this new heading click the small drop down arrow next to Add Product and then select Add using alternative header so the product will be added in this new group. You can continue to add multiple groups in this way.

When you print the quotation and order the alternative products will have the name by the description so it is clear which group they belong to. Also when you produce the purchase order the extra group will be shown separately to be ordered.


July 2012

Saved Filters

When working in the Customer screen, and the Projects screens you can make a preset filter for very quick access to the same list.

For example, always filter the customers that were created "this week", or have a saved filter for each sales person.

The steps below use the customer screen but the same process can be used for every section of the projects screen too.

A - Setup the Filter

  1. Click the Customer icon on the top toolbar
  2. Click Filter List to open the filter builder
  3. Select your filter criteria (example shows sales person selected)
  4. Type a name in the Saved Filters box
  5. Click Save Filter and click Yes to confirm
  6. Your filter is now saved

B - Use the Filter

  1. Click the Customer icon on the top toolbar
  2. You will see a new menu that lists the name(s) of your saved filters.
  3. Click the name and the customer screen opens with the filter already applied.

Note that if you use dates in a saved filter, use the drop down to select a date range. "This week" will then always be relative to the current date you run the filter.


May 2012

Recover Deleted Quotations and Customers

You can retrieve deleted quotations and deleted customers. Deleted data is stored in EQ until you run a database integrity check which is a bit like (for more information on this maintenance tool see F1 Help)

Customers:

  1. Click the Customer icon on the top toolbar
  2. Click the Customers menu on the top menu bar
  3. Click Recover Deleted Customer and view the list of recently deleted customers.
  4. Highlight the name of the customer you want to recover and click Recover Customer.
  5. The record is recovered and now will appear in the customer list.

Quotations:

  1. Click the Customer icon on the top toolbar
  2. Locate a customer with at least 1 quotation or sales order (shown on the tabs at the bottom of the screen)
  3. Right-click the quote/order reference number to show a menu
  4. Select Utilities.... then Recover Deleted Quotation/Order
  5. Highlight the name of the quote and click Recover Quotation. It will now appear back in your quotations list.

April 2012

Export Customer Mailing List

Make use of your customer database in EQ and export an address list to perform mailshots. This process creates a CSV file which you can use outside of EQ for emailing or hard copy mail merges.

  1. Select your customers by clicking Customer, then Filter List. Select criteria and then click Apply Filter.
  2. Now your list is refined click Customers (top menu bar) and Export Mailing List. All the customers are shown.
  3. If you want to record this mailshot in every customer's contact history type a description and tick the box to Record in Contact History.
  4. Click Export and your export file will be saved to the location shown next to Export to.
You can now use this list in your mail merge software. 

Select Your Own Product Image

In addition to the product images supplied in the EQ catalogues you can add or change to your own pictures. There is a special My Pictures folder within your EQ data folder where you can store any pictures you have.

  1. Click the Catalogues icon (blue book)
  2. Use Search to locate a product
  3. Right-click on the region to the right-hand side. If a picture is present you will be right-clicking over it, otherwise it will be in the blank space.
  4. Click either option to select a picture then pick from your My Pictures folder.
    Alternatively click to Search Internet for Image where the product code will be automatically entered into an image search for you to find and save.
    This image will be used in preference to any that was included with the catalogue by default.
If you ever need to revert back to a default (or blank) picture click Reset Image

March 2012

Change Furniture Range
 
When you produce a furniture quotation you begin by selecting your manfacturer and range, colour, style etc. As you are editing the quote you can quickly re-price it in another range.

Edit your quote and click Heading at the top. Select your new range and click OK. If there are products that are not available in your new range you will be prompted to select the alternatives. Otherwise your quote will be instantly re-priced with the new range. You can then use "save as" to keep both copies of your quotation so they can be compared.

For step-by-step instructions see this short instructional movie.

Change Furniture Catalogues

In addition to changing ranges within the same furniture catalogue you can produce a copy of your quotation re-priced in a range from another furniture catalogue. EQ will convert your furniture products to the new manufacturer.

You can then use "save as" to keep both copies of your quotation so they can be compared.

For step-by-step instructions read the Change Furniture Catalogues worksheet (PDF file)


 

February 2012

Freecode Products

As well as adding products from all of your supplier catalogues (blue book) and your own catalogue (green book) you can add additional products as "one off" items by entering them directly into the quote or sales order.

Right-click on the small drop down arrow next to the Add Product button and you will see a popup menu listing all the product groups. Click onto a group and a new blank line will appear on the quote.

Type in the product code and the description boxes to input your product, then right-click on your newly created product code and select Pricing Information. Enter your cost price and selling price in the boxes and click Update

Product Item Notes

You can add your own additional notes to a product, for example add information about fittings, or further specification. These notes can be printed out on the customer's quotation or on the purchase order (or both).

When you are editing a quote or sales order right-click on the product code and click Notes. Enter your notes in the box and click Update to save.


January 2012

System Backup

It is vital that you backup your EQ data. We recommend that you integrate your EQ data into your existing backup routine.
  1. In EQ save all open work and make sure any other users are logged out.
  2. Go to File > Utilities > Backup
  3. The backup window will open and show you the location and filename of the backup file (EQB file). This is usually the same location as your data folder
  4. For a better backup copy your EQB file to another computer or external storage for storage off site.
For full details click to download the backup worksheet (PDF file).

Sticky Notes

To make a quick note  or reminder, right-click any part of the empty desktop of EQ and click New Note.

A new sticky note will appear ready for you to start typing! For an extra quick tip, press Ctrl + V on your keyboard to paste some text you can copy from another program.

For more options right-click on your newly created note where you can change the colour, select text or cut, copy and paste.

You can resize your note by clicking and dragging the bottom right-hand corner to any size.

Sticky notes requires EQ version 11. See all the new features of version 11 here (PDF file)

 

 

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