• • • •

David Nye Bespoke Business Database Example

Scope

Client:	Building and land surveyor, based in Sevenoaks, Kent, UK.
Size:	10 database users.
Objective:	Comprehensive database incorporating the majority of day to day business functions.

Functional Requirements Overview

Individual login passwords with 3 levels of permissions
Employee records (see screen shot below)
Contact records (prospects, clients and suppliers)
Telephone call logging and message retrieval
Job costing and quotation, revised quotation
Order confirmation, job control and management
Label print
Drawing register, distribution log, drawing issue sheet
Work in progress
Invoice generation
Credit control
Timesheet and expenses
Supplier records and purchase invoices
Company vehicle records

Contact Records

Prospects, clients and suppliers
User friendly handling of multiple contacts for same company
Mail shots and labels print

Quotation

Select client and contact from list.
Generate job number.
Quote date (default from system clock).
Input quote header and line details as per existing Word template.
Print quote using Word template.
Quote search and review functions.

Order Confirmation

Generate job record from quote details automatically.
Input start date, calculate end date.
Enter additional job details.
Print job and site details (exclude costs) for surveyor to take on site.
Option to generate and send an order confirmation to the client.
Job search and review functions.

Drawing Register

Select job record
Select Drawings issue sheet
Input drawing details
Input media details and link drawings to media
Input distribution contact details
Print issue sheets and labels
Indicate whether job is completed and ready for billing.

Invoicing

Select job to invoice from displayed list of finished unbilled jobs.
Generate next invoice number.
Generate invoice details from quote and job records.
Print invoice, format based on existing invoices.
Save invoice number and date printed on job record to flag as billed.
Invoice search and review functions.

Payments and Credit Control

Select paid or queried invoice from displayed list of unpaid invoices.
Click Paid button to flag invoice with payment date and remove from list.
Click Action button to add time stamped note regarding credit control action.
Option to reprint invoice.

Employee Records

Employee details
Emergency contact details
Salary increment history
Time sheet control information
Company car indicator

Employee Time and Expenses

Provide secure login for each employee.
Option to enter time and expenses.
Automatically prompt for time and expenses input for the next calendar date (starting at the date input on employee record plus any dates already input).
Select "Job", "Admin", "Sick", "Holiday", "Bank Holiday", "Lieu", or "Weekend".
If "Job" selected then prompt for job number, "Office" or "Site", and mileage if on site.
Enter expense list for this date.
Option to print Time & Expenses Sheet for selected month; format based on the existing spreadsheet.
Automatic calculation of monthly mileage and expenses claimed.

• • • •