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Mail Merge capability based on client details and filters

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Unlimited number of Contact names and phone numbers

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List of all items purchased with comments and prices

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Appointments for sales meetings or receivable collections

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Set client price levels and exceptions to those prices (Credit Limits).

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Web and E-mail Address

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Invoice history at the click of a button

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Many different types of comments

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Links to Word, Excel or other types of computer documents

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Open Purchase Order Numbers for repeat purchasing

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Opportunity Tracking feature to track prospects and follow-up accordingly.

Features to Manage Client Interactions

Searching is a Breeze

Trouble locating a contacts file? Windward System Five lets you find the contact by any one of their phone numbers including fax number or the phone number of one of the contact names. This makes for an easy alternate search method. You can also search by account number, city, address, postal/zip code, or the first or last name of any of your contact names. Windward System Five can be customized for your business management needs. Example - if you deal with license plate numbers, you can search by that number. You can search for a client by name, of course, but what sets Windward System Five above the rest is the ability to find clients by any one or a combination of many different fields. You can search by the initials of a contact name or any phone number belonging to the customer. Of course, we also allow search for account number, but this only makes sense when the client identifies themselves by their account number.

Lookup Words

Lookup Words are used for better group management of clients into different categories for lookup or mailing list purposes. For example, if you deal with different types of contractors, you can attach the lookup word Contractor to the customer's file. You can add additional lookup words such as Plumber, Carpenter, or Electrician. If you need to quickly bring up a list of Plumbers, you can search for that word. The lookup words are especially useful for direct marketing management. You can send a mailing to all Contractors that are Plumbers, or to all Contractors that are NOT Carpenters. You are only limited by your imagination.

Mailing Lists

Windward System Five produces mailing lists based on complex information. For example, you can send Christmas cards to all contacts that spent more that $500 in the last 12 months or send discount coupons to all clients that purchased certain types of items in the last 4 months.

Clients Comments

These comments have several uses, such as the management and ability to keep track of sales leads and prospects, clients looking for certain goods, or collection calls. By entering a comment into the system, that information can be shared with others in the business so that everyone will know the correct status of the customer.

Email & Web Address

Many businesses now have e-mail addresses and web pages, so we can track that on the customer's front page without having to hide the data inside a comment.

Detailed Client History

Windward System Five lets you add an unlimited number of comments for each customer, sorted by date entered. In addition, these comments can be set as appointments and tied to the appointment scheduler so that you will not miss any appointments. Each comment/appointment can include the date of entry, clerk number, appointment date, start time, end time, contact name, subject matter and up to 200 lines of detailed information.

Purchase History

Consignments can be used to keep track of inventory that you don't own, but at the time you sell it, you must pay for it. You'll be able to generate several reports, including a list of inventory that is on consignment but not sold and a list of inventory sold on consignment, but not yet paid for. More information available here.

Payment History

It's easy to view a list of your customer's payments. You can either view individual invoices to see the amounts paid on each or you can review the list of all the payments. This is beneficial especially when a customer pays several invoices with one payment. As a small business owner, you've invested countless hours planning, developing, and implementing your vision in order to make it a reality. Now you've got to protect that investment by constantly staying on top of the competition, finding new ways to acquire and retain customers, and keep your business growing and profitable. It's easy to view a list of your customer's payments. You can either view each invoice to see the amounts paid on each or you can review the list of all the payments the customer has made. This is beneficial especially when a customer makes one payment that pays several invoices in one fell swoop.

Client Salesperson

If your salespeople own the customers and get a commission on each sale regardless of which clerk rang the sale through the till, we can handle it. Windward System Five will even let you print a detailed salesperson's customer list that they can take with them on the road when making sales calls.

Warning Comments & Automatic Up-Selling

You can attach a warning comment to a customer up to 200 lines long. Whenever you start an invoice or edit that customer record, the warning comment will pop up in a big red box. It can be used to remind you to not accept customer checks, give special shipping instructions, or to call the cops. The warning comment does not have be negative either. It could remind the staff that the customer prefers and will pay for the high quality items or other customer preferences.

Appointments

You can attach a warning comment to a customer up to 200 lines long. Whenever you start an invoice or edit that customer record, the warning comment will pop up in a big red box. It can be used to remind you to not accept customer checks, give special shipping instructions, or to call the cops. The warning comment does not have be negative either. It could remind the staff that the customer prefers and will pay for the high quality items or other customer preferences.

Increased Staff Efficiency - Whether you schedule manually in a book or with another scheduling program, your staff probably spends too much time on appointment tasks. System Five was designed to be as quick and easy as a scheduling book while giving you the advantages of a computer program. System Five helps automate many time consuming scheduling tasks and helps you reduce bottlenecks at your front desk freeing your staff for other activities.

Improved Customer Satisfaction - Appointment scheduling is often your first interaction with a client. System Five helps you make a good first impression by quickly finding open appointments with all of the necessary resources. System Five helps you eliminate scheduling errors and helps assure that your appointments go more smoothly during the day.

Tracking of Vital Statistics - It is hard to manage what you cannot track effectively. That is why System Five has several standard reports that will help you manage your business like never before. System Five helps you track cancellations and no-shows, referral patterns, authorized visits, resource productivity, and much more. This additional data will enable you to make more informed decisions regarding your business practices.

Windward System Five will let you add an unlimited number of comments for each customer, sorted by dated entered. In addition, these comments can be set as appointments and tied to the appointment scheduler so that you will be reminded in the future. Each comment/appointment can include the date of entry, clerk number, appointment date, start time, end time, contact name, subject matter and up to 200 lines of detailed information.

These comments have several uses, such as keeping track of sales leads and prospects, customers looking for certain goods, or collection calls when you are trying to get the customers to pay their bills. By entering a comment into the system, that information can be shared with others in the business so that everyone will know the correct status of the customer.

When dealing with collection calls, you can easily keep track of their excuses and when they promise to pay, and then follow up on those details and remind the customer about what they said last time. It's very effective.

Contact Names

The reality is in business, when you deal with one particular company, there are many individuals who you will be dealing with. Windward System Five allows you to capture all their information, and tie it back to the company they work for. You can store a lot of information on each contact name, including their address if they are working in a branch office, phone number to their desk, special comments, and even a picture of them. You can have an unlimited number of different contacts for each customer in the system.

Tax Codes

If you're selling into different States or Counties, you may have to collect the taxes and pass them onto the correct authorities. Windward System Five will let you setup a series of tax tables for each area and then let you attach a customer or invoice to that area so that you can charge the correct sales tax rate. For example, there are about 43 different counties in California. The sales tax rate in each is a little different from the next (7.25%, 7.5%, 8.0% etc.) If you are delivering the goods into a given county, you must use the correct tax rate for that county and be able to submit the sales tax collected to the correct county at the end of the month. In Canada, the system can handle the Provincial Sales Tax, Goods and Services Tax, and several different Environment Taxes. Currently, the law states that if you sell goods into Quebec from another province you must collect the Quebec sales tax, but enforcement of that law is still an issue. We also deal with the complex Australian sales taxes which can be hidden or not, or different rates or not, or can be exempt or not, depending upon what you have negotiated with the government agent. We've solved this problem by putting the sales tax rate on each item and have added some very tricky programming.

Free Form Comments

Define up to 20 different fields of data to collect and track for each customer. Build more profitable, intimate relationships. Make every customer a VIP customer with their entire history at your fingertips. See important customer information right away in easily configured custom fields to store and sort unlimited amounts of valuable information, such as their industry, size, product preference, or last date purchased. Before making an important follow-up call on a big account, check the status of any outstanding customer service cases so you're armed to make an intelligent and effective phone call.

Windward System Five will also let you add Freeform Comments to your inventory items, serial numbers, invoices, and other bits of data in the system. This flexibility means you never have to say we're sorry!