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Use Appointments to plan and record meetings that you have with customers
or vendors.
In the Goldenseal software, Appointments help schedule your time and remind you about upcoming activities.
APPOINTMENT BASICS
Entering Appointments | Data Fields | Status Field | Appointment
Reminders
Using Appointments
APPOINTMENT RECORDS
Entering Records | Changing Records | Deleting
Records | Voiding Records
Finding Records | Sorting Records | Fixing Mistakes
RELATED TOPICS
Address Book | Contact Log | Reminders
When to Use Appointments
The Appointment Log gives you an official record of meetings that you can use if there are misunderstandings
later on. It also helps you to plan
your schedule.
Use the Appointment Log to track:
- client visits or meetings
- company meetings
- meetings with employees, subcontractors or suppliers
- any other scheduled contact with clients, subcontractors, suppliers or others
HINT-- To record simple phone calls or unscheduled
visits, use the Contact Log instead. If you need
a formal record of paperwork that has changed hands, use the Document
Log .
Entering Appointments
To enter an Appointment, follow these steps:
- Choose Income Setup from the Income menu, then choose Appointments from the submenu.
- Click the New button, or click on an existing item and click the Edit button.
- Fill in details about the appointment.
QUICK
SETUP HINT-- You only need to enter an Account Type and Who With. To be reminded, enter a Meeting Date, Start
Time and Reminder.
Data Fields
Enter the following information for each Appointment:
Account Type-- Choose the type of account with whom the appointment is being made.
Who With-- Enter the name of the person or business that is meeting with you.
Meeting Date-- Enter the date on which the appointment occurs.
Start Time-- Enter the start time for the appointment or meeting.
End Time-- Enter the time that the appointment or meeting will end.
Comments-- enter any comments you'd like to make about the appointment or meeting.
Entered Date-- When you create a new appointment, Goldenseal automatically assigns a creation date.
Record Number-- Goldenseal automatically assigns a unique number to each appointment.
Meeting Type-- use the clairvoyant field to enter the Appointment Type. You classify appointments any way you'd
like.
Reminder-- If you'd like to be reminded about the appointment, select a Reminder to use.
User to Notify-- If more than one person uses the company file, enter the password of the user who should be notified about this appointment.
Leave the field blank if you don't use passwords, or if you want anyone to be notified about it.
Company Rep-- use the clairvoyant field to enter the Employee who will be attending the meeting, or acting on the appointment.
Action Taken-- use the clairvoyant field to enter any Actions Taken as a result of this appointment.
Appointment Status Field
The following types of appointment status are available:
Planned-- For meetings that will be made in the future.
Urgent-- For important and urgent meetings.
Completed-- For meetings that have been completed.
Incomplete-- For meetings that require follow-up action.
Void-- For meetings that were canceled.
Appointment Reminders
Goldenseal can remind you of appointments when they are due.
Turning on Appointment Reminders
To have Goldenseal remind you about appointments, follow these steps:
- Choose Preferences from the Options menu, and choose Interface from the submenu.
- Turn on the Show Reminder Alerts checkbox.
- Click OK.
Setting up Reminders
When you enter an appointment, enter a type of Reminder into the Reminder field. The Reminder determines how you'll be
reminded
for this item. You can include an advance warning, an immediate warning,
or both.
To change the reminders, choose Other Lists from the Options menu, and choose Reminders from the submenu.
Being Reminded
When it's time for the advance warning, Goldenseal will interrupt you with
a warning dialog.
HINT-- Goldenseal will only remind you
if you have Goldenseal currently running.
Click OK to make the advance warning go away. You can turn on
the Remind Me Again checkbox to make the reminder come back later.
You'll get a similar warning when the appointment is ready to happen.
Click OK to make the warning go away. You can turn on the Remind Me Again checkbox to make the reminder come back later.
Using Appointments
Goldenseal will remind you about appointments
before they are due.
The Appointment records are also a permanent record of your meetings, which you can refer back to if you need to clarify something, or resolve a dispute. Use
the Find command to locate any Appointment record later.
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