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The FAQ's apply to AV4 Version 5.1 or Later
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Why does the download state: 'The publisher could not be verified. Are you sure you want to run this software?'
- This message is shown when you download an application from the Internet and the publisher of the software has not digitally signed the application. This does not necessarily mean the file is a fake or virus but files which come from large companies such as Microsoft should be signed so you can be certain of their origin.
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How do I setup/use AV4 to track SALES profit?
- (Required) Always enter the amount owed Avon on Main Menu/Expenses/Tab 1-Totals Due.
- (Required) Enter any expenses incurred from external sources. (Not From Avon) on Main Menu/Expenses/Tab 3-External. Example: Office supply store, Postage...
- (Required) Use Report 3 (Campaign Totals) to see Sales Profit.
- (Optional) Enter your Avon supply and demo items as an order. Be sure to mark that customer as a supply customer. This will cause the supply items to appear on the order summary report. But will not affect any reporting totals.
- (Optional) Enter your Avon supply and demo items on Main Menu/Expenses/Tab 2-Internal. This will not affect any report totals, but will give the ability to get a detailed expense report.
- (Recommended)Enter your personal order under your name. This should NOT be a supply customer.
- (Note) The Earnings Level reporting should not be used to calculate profit or for any official government reporting. This reporting is only an estimate and generally only applies to the current campaign.
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Why are my order totals off by a penny (.01 Cent)
- The first possible solution is to adjust the tax option on the processing charge. See Main Menu/Options/Taxes. The processing charge can be taxed or NOT taxed.
- AV4 used FINANCIAL ROUNDING for monetary amounts.
Example:
$25.015 rounds to $25.02 (Rounds up because .01 is odd)
$25.025 rounds to $25.02 (Rounds down because .02 is even)
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How do I move my Database to a new computer.
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Why Can't I connect to http://www.youravon.com or http://rp.ca.avon.com using the Web Submission feature at Main Menu/Reports/Order Summary? **
- Make sure the MS Internet Explorer option at Tools/Internet Options/Advanced/Security have these settings:
Use SSL 2.0 is checked
Use SSL 3.0 is checked
Use TLS 1.0 is NOT checked
- Make sure if using Norton Internet Security that the following setting is correct:
Norton Internet Security/Firewall/Configure/Programs. Ensure imacros.exe (Internet Macros Browser) is set to PERMIT.
- A similar setting may need to be applied to other Internet Firewall programs. This includes new firewall built into Windows XP Service Pack 2. To configure Windows XP Service Pack 2 Firewall, use Control Panel/Windows Firewall.
- ** The Web Submission feature uses a product from Iopus Software http://www.iopus.com called 'Internet Macros Browser'. This software does not use MS Internet Explorer directly. But requires MS IE 6 which is included with Windows XP.
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Why can't I see what I am typing on the Order Entry Grid?
- If the font was changed on the Main Menu/Misc on the menu bar, then the data may not fit in the grid. The grid rows can be resized by dragging the row selectors at the left of the grid. Or the font size can be decreased.
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How does 2 For pricing work?
- On the order entry screen there are two Quantity columns. The first is Order Quantity, this is the number of items to order from Avon and is used for the Order Summary report and also is printed on the order invoice. The second is Price Quantity and is used to calculate the Total Price (Price Quantity multiplied by Unit Price).
- Example: 3 for $12.50
Enter 3 in the Order Qty, and 1 in Price Qty, and 12.50 in the unit price.
The 3 will be used on the Order Summary so that 3 are ordered from AVON.
The 1 is used to multiply by the $12.50.
- Another example: 3 for 12.50 and the customer orders 6.
Enter 6 in the Order Qty and 2 in the Price Qty, and 12.50 in the unit price.
6 will be ordered from Avon.
2 will be multiplied by 12.50 for a total of $25.00.
- And Yet Another example: 2 SSS for $3.99, but the customer can order different flavors.
Enter the first SSS with 1 in Order Qty and 1 in the Price Qty and $3.99 in the unit price.
Enter the second SSS with 1 in Order Qty and 0(zero) in the Price Qty and $3.99 or Zero in the Unit Price.
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How does the Business Helper feature work?
- To assign a customer to a helper, Find the customer (not the helper) and on Tab 2 (Options) there is a field called Business Helper.
- You can enter any value in that field, such as 'Jane', 'SueAtWork', 'HairSalon'.
- Once a value is entered in the Business Helper field, it will then always appear as a choice for other customers.
- The report screen will list all helpers in the Business Helper list box.
- Any report that supports selection by Business helper will show the Business Helper list box.
- Example:
5 customers (MaryAnn, Ginger, Mrs. Howell, Gilligan, Skipper).
Assign Maryann to helper 'Professor'. (professor may not be a customer)
Assign Gilligan to helper 'Professor'.
Assign Ginger to helper 'Ginger'
Assign Mrs. Howell to helper 'Ginger'
Leave the Skipper un-assigned.
- If you print invoices for helper 'Professor', then Maryann and Gilligan will print.
If you print invoices for helper 'Ginger', then Ginger and Mrs. Howell will print.
The Skipper will only print if no helper is selected.
- If the helpers are printed first, then they are marked as 'printed' for that campaign.
Then when invoices are printed with no helper selected only the invoice for the Skipper will print.
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How does the Backorder / Unavailable Item feature work?
- Scenario:
The current Campaign is 10.
Customer Smith ordered SSS and Moisture Therapy.
Customer Smith's order entered into AV4 (Campaign 10).
Order received from Avon.
Avon did not ship SSS.
Update customer Smith order (Campaign 10) by highlighting the SSS row in the order grid.
Click the RED Pencil ICON or Type 'B' in the BO grid column.
The Campaign Year/Number at the botton of the Order Screen should state that the backorder items will be copied to Campaign 11.
Save the Order.
The SSS unit price for campaign 10 will be set to ZERO, and a backorder message will print on the campaign 10 order for the SSS.(The customer will NOT be charged in Campaign 10).
The SSS will now show up in campaign 11 with the same price & quantity as originally ordered in campaign 10. The SSS in campaign 11 will not re-appear on your Order Summary for Campaign 11, since AVON will ship the product when back in stock.
This process can be repeated again in subsequent campaigns if AVON does not ship in the next campaign.
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How do I separate or archive my databases by years?
- Using your current database do a backup for each year. Name them something like AV4_2000, AV4_2001, AV4_Current (Use AV4 Main Menu/Backup to create the backups)
You can open the backups with AV4, use File/Close and File/Open to open a specific year (such as AV4_2000).
You can use Utilities/Delete to remove any orders that don't need to be in that years database. (IE.. in the AV4_2000 backup, delete any non year 2000 orders).
Make sure the 'Compact On Exit' is set to make the database as small as possible. Exit AV4 and restart AV4 before Closing and Opening another database. This will cause the Compact Database function to be performed.
Once you have finished open and use the AV4_Current as your current production database. You can delete 1 or more previous years.
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What expenses do I enter on the Expense Screen?
- Enter any expense. If the expense is for items purchased from Avon, be sure UN-CHECK the check box 'Include Expense on Campaign Totals Report'. If you don't UN-CHECK this box, then the expense will be included as an expense and also in the total due avon. This will cause the amount to be doubled
- If you decide to enter supplies that you order from Avon as a regular order, then be sure to CHECK the 'Supply Customer - Exclude from Campaign Totals Report' box on the customer update screen (Tab 2 - Misc Info).
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Does the AV4 program produce any IRS forms?
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Why am I having trouble downloading the demo?
- Make sure when downloading that you specify SAVE FILE and not OPEN FILE. When the download completes make sure that the download did not change the name. It must end with dot EXE. Some browsers append ZIP to the end and this won't work. After the file is on your hard drive just double click the dot EXE file to start the install. Also, there are multiple smaller downloads available if the one long download fails. Also, the best place to download to is your Desktop.
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Why is my machine running AV4 slow?
- The program will run in 8MB of memory, but for best performance 16MB is required.
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Can I add graphics or pictures to the order receipt?
- Not at this time. This can be done by printing the graphics or pictures on your blank paper and then use the pre-printed sheet when printing the order receipts.
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Can I choose special fonts or sizes?
- See Main Menu/Options/Fonts to change screen and report font settings.
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Does the program come with a product file?
- Currently AV4 does not ship with a product file. The way the program works is once the product is entered on an order, it is stored in the product file based on the catalog number you entered on the order. Once the order is saved the product info is available to all future orders. Just type the catalog number and the Description, Shade, Size, Last amount used will automatically be entered in the order grid. This enables you to decide how you want the product information presented to your customer. Also once a product is in the product file, you can edit or delete the product.
- If you wish to purchase a United States product database by Campaign, Click Here.
- The Canada product databases are available for free, Click Here.
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Can the program print more than one order per page?
- If you choose the short order option on the report orders screen, it will print 1 or more orders per page. This option does not include all the information available on the full-page order. Each order will require cutting on the dotted line.
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Can I create more than one database?
- Yes, you can create as many databases as you need. The utilities screen has an import for copying the product information from one database to the current database.
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Will the data I enter into the demo version be converted into the registered / CDRom version?
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Is a MACINTOSH version available?
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Can I backup my database on a floppy?
- The Main Menu/Backup will allow backing up to a floppy, but only if your database is small enough to fit on 1 floppy.
- The alternative is to use commercial backup program such as Handy Backup (See http://www.sierrasoftltd.com/bkppages).
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How do I search for existing customers?
- When searching for a customer, just put in the first few letters of their first or last name. The program will bring up the customer update screen with the first customer that matches. If it not the correct customer, then click the next arrow button on the tool bar and it will show the next customer that matches your criteria. Just enter the bare minimum of information on the search screen. You can also use the customer tree view to select the last letter of their name and then select the customer to update.
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How do I enter returns or exchanges?
- The first method is to change the original order by either deleting the item that was returned or edit the item that was exchanged. The second method is to enter the item that was returned with a negative amount on the customer’s next order.
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How do I change the campaign number?
- The campaign year and number is changed using OPTIONS from the MAIN MENU. The year can be changed along with the campaign number. Be sure to select SAVE to update the changes. The campaign number can also be changed in the customer update menu Options / Quick Campaign Change or the Up/Down tool bar arrows.
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Where do I enter the messages that print on every order?
- Up to 5 lines of messages can be entered in the OPTIONS area. Each line will be centered and printed at the bottom of the standard order above the THANK YOU message.
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How do I print a custom message for 1 customer?
- While in the Update Customer area choose Order Comments Tab and enter up to 5 lines of message that will print for just the current customer.
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How do I print an order for just 1 customer?
- Select YES on the Print Order screen and a list of customers with orders will be displayed. Then select the customer to view/print. Another method is to use Print/Save button during order entry.
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How do I get past any installation problems?
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How do I get past the COMPOBJ.DLL file locked during the Demo Install?
(See Above Question)
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How do I get past error 91 (Object variable or With block variable not set) when creating a new database?
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How do I import products from another Database?
- Follow these steps:
- Save the Product database email attachment to your AV4 folder/directory (usually c:\program files\av4).
- Use AV4 Main Menu/Utilities/3. Product Import.
- Select the 'Dash' option you prefer.
- Click Import. Select the file you wish to import.
- Canada Notes:
http://www.avondatabases.com/av4canada/order.aspx for more details.
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How do I use AV4. (Quick Start)
Quick Start
- From the Main Menu, choose File/New Database. To use the default location and name click SAVE.
- The Options window will appear, enter your information and click SAVE.
- From the Main Menu, choose Customers, From the Customer Search window choose Add Customer.
- Enter Customer information.
- Click ORDER ENTRY to enter order information, when order is complete click SAVE/EXIT.
- From the Customer Update window click EXIT.
- From the Main Menu, choose Reports, choose Orders, Choose View or Print.
- Please see HELP for more details.
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What is a good backup strategy?
- For Each Campaign:
- Do a backup to your Hard Drive (usually C:).
- Use File/Backup from the AV4 main menu.
- AV4 will default to your AV4 directory with a backup name of BKAV4DB.MDB (MDB stands for Microsoft Data Base).
- Name the backup something like BKC22.mdb, for a campaign 22 backup taken after campaign 22.
- Leave the location/directory/folder as the default, which is your AV4 directory.
- After a backup is created on your hard drive, it can be copied to an offline device such as a floppy, zip disk, CDR/CDRW media.
- To copy the backup to floppies, then you will need ZIP software (don't confuse with ZIP Drive/Disks).
See http://www.av4.com/AV4Pages/Faqs.aspx#B1 for instructions on where to get ZIP software and how to use it.
- To copy the backup to a ZIP Disk/Drive, use Windows to copy the backup to that device.
- To copy the backup to a CDR/CDRW CDRom drive, use Windows to copy the backup to that device or use the software that came with the drive/computer.
- After a few (5 would be a good number) campaigns of backups have been created, use windows to delete the oldest ones from your hard drive.
- At the End of a Campaign Year:
- Do a backup to your Hard Drive (usually C:).
- Use File/Backup from the AV4 main menu.
- AV4 will default to your AV4 directory with a backup name of BKAV4DB.MDB (MDB stands for Microsoft Data Base).
- Name the backup something like BKYR2001.mdb, for a campaign year 2001 backup taken after the last campaign of the year.
- Use the same procedure above to backup to an external media.
- What to do to your current database after the yearly backup is complete.
- Using your regular/current database follow these procedures.
- These are all optional.
- But performing these steps will decrease the size of your database and also keep AV4 running smoothly.
- Use AV4 Main Menu / Utilities.
- Delete all orders/payments/comments for any prior years. This information is available in the yearly backup and can be opened any time to check customer data.
- Delete all deleted/closed customers. This uses the Status field on the customer update screen.
- Use AV4 Main Menu / File Close, the Compact Database, Select your regular database, then File / Existing Database (or select from the last used list at the bottom of the file menu) to reopen your current database.
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How do I enter Avon supplies under a customer.
- You can create special customers to track your Avon purchased supplies.
- There is a check box on the customer update screen/Tab 2 that specifies that a customer is a 'Supply Customer'.
- This should be checked to ensure that the totals on the Campaign Totals report are correct.
- The only items that should be entered on a 'Supply Customer' are items purchased from Avon.
- I believe that items you buy for personal use should be handled as a regular customer.
- Any items purchased as supplies from a Non-Avon source should be entered on the Expense Screen. There is also a check box on the expense screen that must be checked for a supply item purchased from a Non-Avon source. Then it should be UN-Checked for any Avon supplied items.
- You only need enter Avon supplied items on the expense screen if you want a detailed list using Report/Expenses.
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