SoulTrader

 

How Do I ?

want to try...........................

managing multiple accounts

the booking system

make a block booking (in days/weeks etc)

a bigger screen

dietary letter to a specific Client

automate Insurance Schemes

do an Audit or organise groups for Questionnaires or Mailshot.

letter to a Client's Specialist or Consultant or key worker

find your own staff and Reception

prepare a contract for an Asssociate

record your CPD

record time spent on Legal Reports or Ongoing Project

a receipt for a number of treatments for a specific Client

find unpaid treatments

do a mailshot

prepare a herbal RX or a Supplement or Homeopathic Remedy for a Client

Invoice for a Herbal mix or Supplement or Homeopathic Remedy or Product

change a product's price while invoicing

Import or Export

using Leonardo

working with 5 elements

or take pulse histories

gets some stats

change the defaults

use a letterhead

put in Homeopathic Remedies or Herbs

record Medicines & Supplements

dictate notes

see how we use it

prepare year end accounts for Accountant or via Sage or other Accounts package

give us Feedback/ earn commission

Register!!

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Page Help on every page

QUICKSTART

Slowstart thorough

Help - Index

SoulTrader

 

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how do i ........use the booking system

click the purple Schedules button at the top - (6th gem along)

and you are at the calendar diary - click the day you want, then the time slot. Choose the Client you want to book in, from the drop down list on the right, and then click 'Add Entry' (there are 2 'adds' on the the left, add entry is the one on the right) The Client's details will appear along with the time and their phone nuber below. Click 'Back' on the topbar to return to calendar.

for more on Calendar & Diary click here

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how do i ........prepare a detail specific or general letter to a specific Client

from Client page 1, choose the type of letter you want from the drop down list at the very bottom left of the screen, and click Print, which takes you to the letter page where you can adjust the text of the letter type you have chosen. Check that your letterhead details and the date is showing, and if not, click the 'Update' button. Choose 'Portrait' if needed. Once you are happy, click 'Preview' and again, if all is correct , click Print.

Click 'Back' to return to Clients or from where you started

for more on Stationary click here

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how do i ........automate Insurance Schemes

There are many schemes in operation worldwide so we recommend you automate using the letter facility...

eg in the UK, PPP & BUPA require you to invoice them at the end of a series of treatments, quoting your provider number, so you could adapt the insurance letter already provided. By all means create your own letter and choose from the dropdown letter list bottom left on page 1, but DO NOT DELETE or RENAME THE INSURANCE LETTER as this is used in the automated process described below .....

from Client page 2, choose the Experts/Co workers Tab on the right, and the click the Insurance button on the mid right, which takes you to the letter page (choose letter, when you are offered to connect via Skype) and where you can adjust the text of the letter type you have chosen. Check that your letterhead details and the date is showing, and if not, click the 'Update' button. Choose 'Portrait' if needed. Once you are happy, click 'Preview' and again, if all is correct , click Print.

IMPORTANT, If you want to attach the Client's treatment history details of dates & payments to the insurance invoice, you must click the little round yellow button to the right of the Insurance button, before you click the Insurance button.

If you haven't added this Client's Insurance Company already, click in the list to the right of the button and at the bottom of the list, choose Edit, and then add this Client's Insurance Company. Now you can choose the Insurance Company and onclicking the button, the Company will be automatically added to the main database. Remember to fill in their phone and address later or return to page 2 immediately from the letter layout and fill in the Company details, and click the Insurance button again - this will ensure the letter has the Insurance Company's address already typed.

Click 'Back' to return to Clients or from where you started

for more on Stationary click here

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how do i ........prepare a letter to a Client's Specialist or Consultant or key worker

from Client page 2, choose the Experts/Co workers Tab on the right, and the click Specialist button on the right, which takes you to the letter page (choose letter, when you are offered to connect via Skype) and where you can adjust the text of the letter type you have chosen. Click the 'paste from' grey button on the right and your Client's details will be inserted in the letter.Check that your letterhead details and the date is showing, and if not, click the 'Update' button. Choose 'Portrait' if needed. Once you are happy, click 'Preview' and again, if all is correct , click Print.

If you haven't added this Client's Specialist already, click in the list to the right of the button and at the bottom of the list, choose Edit, and then add this Client's Specialist or key worker. Now you can choose the Specialist and onclicking the button, the Specialist will be automatically added to the main database. Remember to fill in their phone and address later or return to page 2 immediately from the letter layout and fill in the Specialist details, and click the Specialist button again - this will ensure the letter has the Specialist or key worker's address already typed.

The above is the same for Consultant or key workers you want to contact about this Client.Choose the button below Specialist or key worker.

Click 'Back' to return to Clients or from where you started

see the screenshot above in the how do i for insurance (the topic before this) or for more on Stationary click here

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how do i ........find your own staff and Reception

from Client page 2, choose the Experts/Co workers Tab on the right, and the click Associates, Staff & Reception button bottom left, which takes you to a list of staff, if you have put their details in the database. To put their details in, you add a new Client in the normal way fro page 1 and choose Associates, Staff & Reception from the drop down list in the employment field, which is below the email field to the left of the syringe. The Staff & Reception button on Client page 2 does a Find based on the Associates, Staff & Reception from the drop down list in the employment field, so don't delete this value from that value list!.

Click 'Back' to return to Clients or from where you started

for more click here

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how do i ........prepare a contract for an Asssociate

from Client page 2, choose the Experts/Co workers Tab on the right, and then click the Contract button bottom left, which takes you to a editable Assistant's Contract which you can add or amend as required.

for more click here

OR

Click Stationery (5th Red gem on top bar) and choose Contract

for more on Stationary click here

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how do i ........record your CPD (continuing professional development(training)

from Client page 2, choose the Experts/Co workers Tab on the right, and then click the CPD button bottom left, which takes you to a Record where you can add or amend your history of continuing professional development as required. Use the time/% box on the bottom right of page 1 to insert time spent and on which date, along with details. Remember to click the green show all button after, to make available the full database. Also on page 2, is a webviewer where you can go to links in your own browser if you want. We've included a link to a few sites that you can add to, as time goes on, and which should give you some ideas on study maybe outside your current discipline.....

for more click here

 

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how do i ........record time spent on Legal Reports or Ongoing Project

Use the time/% box on the bottom right of page 1 to insert time spent and on which date, along with details. ( in hours & minutes, just click in the percentage field above the arrow to make your choice, before clicking the arrow)
(see also, CPD in Scripts Menu at top)

for more click here

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how do i .......prepare a receipt for a number of treatments for a specific Client

from Client page 1, click the little round yellow button top right, above the date of birth'

choose Landscape, and click Update to insert your letterhead if necessary.

OR

from Accounts, Business.... click the little grey 'S' button to the right of 'Print' Receipt (which prints a single receipt), which is to the right of the yellow 'Store' button.

for more click here

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how do i .......find unpaid treatments

from Accounts, Business Tab.... click the 'Paid/Unpaid button which is to the left of the yellow 'Store' button.

for more click here

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how do i .......do a mailshot

from Client page 1, click the little "M" bottom right, right of the page numbers.choose 'Cancel' if you just want to have a look at MASS Mailing Management. From there you can decide whether to use an email mailshot or a standard letter mailshot. follow the page help or use our example below...

note if no found group is set up before clicking MASS Mailing Management, and you click Add or Delete, then ALL client/Client records will be imported, so choose Cancel if unsure or if you just want to have a look......

You can decide what group of people you wish to mailshot first; one way is to 'find a group, let's say by practice location then press the "M", you can modify the find by clicking 'modify' which allows you to fine choose your group and you can set this new group to a colour by clicking the 'assign colour' button to the right of the record manipulation buttons and then press the "M". You can then choose to add this group to the existing mailshot recipients or choose to delete the existing, and have your new group assigned.

use Find/modify Find to create a Found Group which is imported when this file is opened (note if no found group is set up before clicking MASS Mailing Management, then ALL client/Client records will be imported. Use the Set colour and Find Colour buttons to create groups, especially useful after setting up an initial Found set. (see Example)"

for more click here

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how do i .......prepare a herbal RX or a Supplement or Homeopathic Remedy for a Client

from Client page 1, click the little "green leaf " bottom middle, left of the page numbers

for more click here

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how do i .......Invoice for a Herbal mix or Supplement or Homeopathic Remedy or Product

from Client page 3, click the stock /invoice button bottom left, left of the page numbers

"provides Client invoice/receipt for RX1, and updates products with a Client date specific herb or supplement mix, with total batch numbers together with the individual herbs and their quantities for stock control. Remember to click 'Store', for as with all accounts, invoices not stored and appearing as ' pending' will get auto deleted"

for more click here

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how do i .......change a product's price while invoicing

from Client page 3, click the stock /invoice button bottom left, left of the page numbers, then when you arrive at product invoicing, click the little grey square button right of the product name....this takes you to the product description and if you click "pricing" bottom right , you can adjust the price.

"provides Client invoice/receipt for RX1, and updates products with a Client date specific herb or supplement mix, with total batch numbers together with the individual herbs and their quantities for stock control. Remember to click 'Store', for as with all accounts, invoices not stored and appearing as ' pending' will get auto deleted"

for more click here

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how do i ......Import or Export

importing & exporting can be achieved from and to many programmes, by choosing tab limited, comma seperated etc files. the main problems occur when you want to import and export accounts as well as the Client database (best avoided unless you're up for a challenge - we recommend you use your backup files for this, as it maintains the links between the individual and their accounts without any problems, whereas adding accounts on their own, can lead to problems).

for more click here

to read more go to setup (orange gem on the top bar next to the Help ?, and choose 'system' then, from the bottom right, choose importing & exporting....read the info there and IMPORTANT read also the Page Help, by clicking the Help ? button on the top bar of the right.

for exporting accounts see also ' preparing year end accounts'

importing & exporting a Client database is relatively straightforward, although if you are running the programme in demo mode, you mustn't exceed 40 records.

If you are using a registered product there should be no problems except that Client addresses in Crystalsolutions are on one field which allows for quick input of data, but means that we use mainly address line 1, and not individual city, county. code. ( there is an orange button at the bottom of importing & exporting (in setup/system) that can put addresses in one field so you can, when you match the import fields on importing, match to address line 1, 2 town, city etc,but do it allow it to run if you are importing lots of records)

for more on importing & exporting click here and then here

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how do i .......prepare year end accounts for Accountant or via Sage or other Accounts package

click the green Accounts gem on the top bar, and choose the Summary tab.

Look at the lefthand Business column, and from there, you can choose the period of time required and click total... or, as we do, click detail which gives you a print out, or, again as we do, choose a month, then cash, then click detail and print. Repeat the same month, but choose 'cheque' and then print. Repeat for all months of your accounts year and you have 24 printed sheets to give to your accountant and/or put each sheet total into your accounts package, eg Sage.

This is much quicker than putting in individual receipts directly into accounts packages, and the taxman can also see the detail, who was treated , when, and how they paid....

for more on Accounts click here

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how do i .......use a letterhead

Letterheads are available whenever you print; to adjust them

go to setup (orange gem on the top bar next to the Help ?), and choose 'Business' Tab

There you can insert your own letterhead or Logo or type in your Letterhead details

for more click here

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how do i .......manage multiple accounts

Follow the QuickstartB; from the client or business record on page 1, click the green accounts gem at the top, and then choose the account you want from the drop down list (edit at the bottom of the list) and click store after amount and means of payment.

If you want a record that reflects your different businesses, ie holiday lets, (for which you already have a seperate business account "holiday lets") one of maybe many, it is perhaps worthwhile adding a client record called "holiday lets" as well or "letting business". You can then post income in a general way to your letting business in general.

or 2/You can add client records with say the title of the individual units eg woodbine cottage in the demo and, as above, post any income choosing the "holiday let account" if it isn't your default account, and you can then monitor individual unit performance.

basically if you receive income from a business other than your default (primary account) - you can either find the client who has paid you, and after clicking accounts (green gem above) simply choose the appropriate Account eg "woodworking" or whatever, or maybe you wish to record general income eg "woodworking"and not the individual clients who are paying for woodworking, in which case you must add a client called "woodworking" and then choose the green accounts gem and the appropriate account, amount, mode of pay, then "store"

 

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how do i ..make a block booking (in days/weeks etc)

the latest release, mac & windows, adds blockbooking to the Calendar & Schedules, so as well as being able to book individual time slots within a day for any number of personnel or rooms, we can now block book daily slots, again for any number of rooms, units, courses or properties.

click Schedules at the top then...click Block booking half way down on the right above users.

and then choose your "start and end " dates and click red to Book (inserts client's name or name of group + the word "booked" in a red block at the bottom of each day

, green to unbook - inserts the word "available" in a green block at the bottom of every day chosen and yellow to add an asterisk which could for example denote Paid ..in an orange block . The grey button empties ALL blocks from today for the whole of this user's calendar, so take care

more info

 

 

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how do i ......do an Audit or organise groups for Questionnaires or Mailshot.

1/ you firstly have to input the Clients with the criteria you will examine on audit. (choose from 4 pages! - click the blue Clients gem /top left /to move thro the pages, return by using the page numbers at the bottom)

we recommend the best way, perhaps to learn the workings of the program, is to put in your Client’s details, when you get home in the evening (takes 5 mins or so *) for a week or two, or longer, so as to build up a meaningful database, which you can then search and use as required. (To fully utilise the Demo version, you will have to delete the trial records, so as to benefit from the available 45 records. Do STOP at 45 though, or the Demo shuts down.)

* Quickstart 2 minute tutorial (from the Scripts Menu at the very top) will give you the basics on getting the info into the database
'how we use it' and 'how do i?' in the Help index --- will assist you further. also use the page help (? top right corner of every page ) or let your mouse dwell on areas to reveal "tooltips"

2/ Now you can examine the required criteria.....Find the Clients you require by clicking Find, and choosing the various criteria you are examining ( see quickstartC) then you can group the results of the find by assigning them a colour - so that you can find this same group at a future date. you can always add more later - by assigning the same colour to future groupings.

*to assign a colour to a group, use the colour controls on the right of page 1 (use the page help ? top right corner of the page for further help)

for more click here

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how do i .......give us Feedback / earn Commission

Feedback can be given by choosing Feedback/Bugsubmission from the topmost 'Scripts' Menu and filling in the details, then
Click the Send button underneath (choose feedback) and the details will be emailed to us.

OR

go to setup (orange gem on the top bar next to the Help ?), and choose 'Business' Tab then click Feedback at the very bottom right....

earn Commission (choose commission from the topmost 'Scripts' Menu or choose 'commission' Tab from feedback)

If you have found SoulTrader or CrystalSolutions useful, perhaps your small business & self-employed friends & colleagues will appreciate our SoulTrader Software

SoulTrader tracks Products, Services and Profits, Customers, Contacts and Suppliers and provides Stationery, Statistics, Electronic booking, Calendars and diaries, Credit and Stock control together with email and snail mail marketing. For Small Businesses and Soletraders. All for £68.........
Recommend us and we will send you 10% which you can choose to split with your Client. Just send us their name and email, and your name and serial with DOB, and we will send you a cheque within a month of their registering the Software.Visit www.Soul-Trade.com

(Similarly if you recommend CrystalSolutions to a colleague)

Click the Send button underneath (choose Commission)

There is also a Registered Users Pages/Forum/FAQ and a DemoUsers Comments Forum & FAQ at http://www.soul-trade.com/phpBB2/index.php

 

 

 

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how do i ...... Register!

When you register SoulTrader, you will be eligible for three months e-mail ans/or Skype technical support and you will receive a "Registration Identfier" by email, which unlocks the evaluation mode, allowing unlimited records to be processed.

The product can be purchased from the Kagi web site

Register! by clicking here or by choosing Product Register! from the topmost 'Scripts' Menu (£68)

 

 

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Page Help on every page

QUICKSTART

Slowstart thorough

Help - Index

CrystalSolutions

 

 

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If you need any assistance running the product, please e-mail Support@SoulTrader.org