Approach Database and PSM

[Bdshull@AOL.COM]

In a message dated 99-02-02 21:05:22 EST, you write:

<< ve heard this from Gregg before and although Piano Service 
 Manager is everything "I've" needed in a database/scheduler for 
 my customers, it made me wonder just what do other piano 
 technicians want from a database for their business?  Please 
 respond with your wish list.
 
 David Ilvedson, RPT
 Pacifica, CA >>

David, here is what I am planning (as soon as data from the last two months
gets inputed).  Only those of you who work with PSM know how much of this can
be handled with PSM - I don't.  This is not that complicated, I believe, and
from what I have heard on this list it will not be too hard to set this up
with any current relational database:

My MSWorks client file data will get dumped into Lotus Approach (or possibly
Microsoft Access) along with my two university databases.  These already
exist.  Here is what I will do, hopefully:

The main database will be the client database.  Joining there will be the
following databases:  

1) my schools/churches database (including actual contract accounts - 1a?))
and my 2) universities databases will join there, along with a 
3) teacher database, and will include a list of their students whose pianos I
service (I have resisted any discounting to teachers for 20 years, but I am
inclined to begin based on the size of their referrals - they are often not
rich and their pianos are the worst maintained;  the database will help me
keep tabs, and they could too, if it is on my web page and if I use a software
program which permits limited data access on a web page). 
 I have been notorious for not maintaining contact with my 
4) rebuild and 
5) sales customers, so a database for them is necessary (I would especially
like to keep these pianos in good order and put Damppchaser systems in them)  
6) Clients (and others) who are potential rebuild or sales customers may
deserve their own database.  
7) Accounts receivables can be included as a database - I would like to enter
this stuff only once, but each year I put the checkbook data into Quicken, and
the income and expense data on my own spreadsheet to categorize for IRS
Schedule C, etc;  at least I would like to get the data connected to the
client, and break it down by income type and expense type so that a report can
be made about the profitability of the various business activities, shop,
univ., schools, field....   
8) A database for service history is helpful, beyond the main client form, so
that a complete record of service can be maintained.  An additional database
for 
9) Damppchaser customers would allow all the info I need to keep track of for
them, including the type of system they have as well as the maintenance
history.  

 I think I want to include most of what is already on my main form in the main
database:  Basic client data, piano make, style, model, S/N, last serv. appt,
last serv., %RH when serv.,  date Damppchaser pads repl., next appt date and
time, work estimated, last invoice #, amt and date, potential sales or rbld
customer?  Wants Damppchaser system?  Wants String Cover?   Contact history -
last phoned/mailed reminder, or other info (Damppchaser brochure, for ex.) (I
don't have the last 4 fields in my database, actually)

Some might want the calendar/schedule on a separate database, which makes
sense;  therefore:  10).   But it is not essential, because if the appointment
and time is entered on fields in the main database as I now have it, a report
can be made at any time.  But why not have an actual schedule spreadsheet or
database?

You have succeeded in getting me to write down what has been floating around
in my head for a few months - thanks.  More of a brainstorm list, it may be
flawed and can be organized in ways I don't yet see - I expect some hard work
ahead here.

The advantage of all this is that if it is kept up, from the standpoint of
data, you have considerable leverage to make some quality money (not just
answering the phone, but regularly taking care of your clients at the highest
level).  Of course, the better your records, the easier it is for the forensic
law people to figure it out in a divorce or other legal entanglement.  That
might be good, or bad.  Better not to get divorced (I did once - got so messy
I forgot to renew my PTG RPT dues - another story).
Still, there is a minor thrill each time the database is updated, and I expect
mild euphoria when these database dreams are realized - and I am NOT an
accountant type.

I look forward to others'  wish lists.

Bill Shull 
University of Redlands, La Sierra University
Loma Linda, CA