Q: I am aware that DRIVE will replace all the various databases I have in my office with one united database, but I don’t want to set up all these databases again. What can be done?
A: Relate Software offer a conversion service with this in mind. Key data on standard open databases such as Access can be converted into DRIVE greatly reducing set up time.
Q: I have a lot of data on Goldmine/Sage ACT! and I would like to get it into DRIVE straightaway. Can this be done?
A: Yes, Relate Software will convert all key contact data from CRM software into DRIVE as part of its service.
Q: I have a large number of spreadsheets with practice information on them and I don’t want to have to set all that data up gain. What can be done?
A: Relate Software will convert standard Excel spreadsheet data into DRIVE as part of its service.
Q: I have a large number of Word templates that I want to continue using. How can I use them in DRIVE?
A: The merge fields can be simply changed while in DRIVE and then these documents can continue to be used without having to retype them. They can be used to send letters to individual clients, prospects or other contacts, to specific contacts of these such as directors or banks and to lists of clients etc. as determined by DRIVE data mining facility.
Q: How do I attach a letter to the client records that I have just sent out without copying it to each record?
A: Simple, DRIVE will update the relevant client records automatically showing the document has been sent, by whom and when. The document can be opened while looking at any relevant client record.
Q: How can I see all the communications for a particular issue I have with a client?
A: All communications are referenced not just by client and job, but also by the type of issue or topic. A simple click on the communications screen will show all communications of a particular type for a client or job regardless of the communication media.
Q: Can I forward some documents I just scanned and a related email to another member of staff for action?
A: Yes, all communications can be forwarded to another member of staff. Alternatively, if you want to retain control, you can assign them.
Q: I receive and make lots of phone calls and would like to record and time them for possible recovery. How do I do this?
A: You can keep as many phone logs open as you wish and set an in-built timer on each one. You can log the salient points of each call and automatically have your timesheet updated if you wish.
Q: I get calls from clients regularly asking me about the outcome of calls they made to other members of staff on specific issues. Is there a means of seeing the status of any client without having to dart around the system?
communications (email, phone logs, SMS text messages made, documents, memoranda, fax logs, scanned documents received, outstanding tasks, diary appointments etc.), status of the jobs, work-in-progress, bills, other contacts and much more.
Q: I’m about to start using DRIVE, but I’m not quite sure how I’m going to be alerted to important matters.
A: Each time you log on to DRIVE and thereafter by clicking the alerts button on the navigation bar you will be alerted to a wide range of matters that are outstanding including appointments (with the option to reminded again), unread communications and those for follow-up. Your staff deadline diary tells you about imminent key dates for completing work. Furthermore on posting transactions you will not be able to exceed limits, budgets and control amounts without at least being warned.
Q: I have obtained a large database of prospects that I want to import into DRIVE. I can get the data into Excel. Is it possible to import it into DRIVE from there?
A: Yes, DRIVE has a facility to import the prospects from an Excel file.
Q: I check timesheets every Monday morning. Can I book in this activity into my diary without having to do it every week?
A: Yes, there is a Recurrence button available when making an appointment and regular appointments over a fixed period or open-ended ones like this can be made.
Q: Can I get my timesheet to be automatically updated from my diary?
A: Yes, time lines can be generated directly from the appointment.
Q: We have two entities in our firm: a partnership and a limited company. I want to maintain separate accounts for each entity. How can I do this?
A: Easy – just set up two separate cost centres in DRIVE. You can view the Work-in-Progress ledger, the Fees Ledger, the Purchase Ledger and the Nominal Ledger by individual cost centre or combined cost centres for the firm as a whole. In fact any number of cost centres can be set up for any level of analysis.
Q: I would like to be some additional data into the database, but you don’t seem to have named fields for them. Can I set up my own data?
A: Yes, you may set up any number of additional fields and even new record types. These may be data mined to extract query lists using criteria based on these user-defined fields and records. For instance, you may set up key review information, key marketing information, general relationship information, reference data, details of promotions, compliance workflow stages and payroll or share portfolio records.
Q: I have acquired compliance software from another supplier and would like it integrated with DRIVE. Can this be achieved?
A: Yes, Relate Software offers a data exchange service which allows standing data to be set up only once and extracts annual data into DRIVE. The service is based on the ICAEW Practice Data Standard (xPS) supported by a many software suppliers to the profession. We are able to offer this service with the co-operation of the supplier of the compliance software and the use of this standard method of data exchange.
Q: The missing time sheet report includes the time my part-time staff when they are not required to be working. How can I deal with this?
A: Use the Accountable Units facility which enables you to record accountable time by individual staff member for each day of the week.
Q: How does DRIVE help me to allocate staff?
A: Each member of staff or just a grade can be allocated to one or more job plans for any client. The allocation can be based on specific work periods and use specific charge-out rates. You can select staff on the basis of qualification and by specifying user-defined fields for staff that will categorise them by sector experience and by skills. These plans can be reusable.
Q: Is there a way of recovering costs from clients that are passing through the accounting system of DRIVE?
A: Yes, the payments system allows you link the outlay to the work-in-progress ledger. Similarly, outlay can be linked from purchase invoices passing through the purchase ledger.
Q: I need to see the recovery rates for each type of work we carry out as a firm. Can this be done?
A: Yes, you can specify globally or by bill whether you require recovery by work-in-progress analysis code. Alternatively you can show recovery by staff and you can switch between the two. Recovery records (profit, loss and accrued WIP) can be attributed specifically to work-in-progress analysis codes. Thus you can see, for instance, that the recovery of investigations is greater than that from corporate recovery work or that Vicky recovers more on her tax work than Albert.
Q: I would like to see which of my clients are the most profitable and which the least. Is there a way of finding this out?
A: The Client Profitability report will show you by client the recovery rate and the overall profitability over cost by applying a client rating.
Q: Is there a report that shows the working capital by client?
A: Yes, it’s the Client Balances report.
Q: Can I see which of my clients refer the most new business?
A: Yes, there are comprehensive referral records. The Client Referrals report gives the information you require.
Q: I want to obtain more business from my existing clients. Do you have any ideas how I can use DRIVE to achieve this end?
A: One of the most powerful tools in DRIVE is data mining. It is easy to use and is excellent at retrieving records that satisfy certain user-defined criteria. For instance, you can produce a query list that will include all clients whose entity type contains the word “Limited” and for whom you are not doing audits. Alternatively, you could select all those clients who are individuals or sole traders or partners or directors for whom you are not providing advice on personal pensions.
Q: I would like to set up a monthly newsletter to send to me clients by email. Can DRIVE cope with that?
A: Yes, you need to set up an E-Mail template within DRIVE for each month. You can set up a standard template and then produce a variant of it each month with the latest news from your firm. Using the data mining feature you automatically select the relevant clients, prospects and contacts and then use the E-Mail Merge facility in DRIVE to send the E-Mails directly.
Q: Can I set up as many deadlines as I need?
A: Yes, as many as you like can be set up. A specific member of staff can be given responsibility for each deadline. The deadline can be attributed to clients of particular entity types (e.g. filing accounts to companies etc.). The deadline date can be fixed or recurring or fixed in relation to another date (e.g. 9 months after the year-end date). Many deadlines come as standard leaving you to set up only special ones.
Q: Can I set up a folder structure for my scanned documents?
A: Yes, in the document settings you can specify exactly how you want the folder structure to work. You can also use that structure for the filename if you require. Once the document has been indexed, DRIVE will show the document in the communications system no matter where the document is filed.
Q: I want to do regular billing to improve my firm’s cash flow. Is there a facility to do this in DRIVE?
A: Yes, it’s called Recurring Bills. You may set these up as fixed bills that recur at a particular frequency (say, monthly). You may allow the system to allocate the generated bills automatically to the work-in-progress or allocated them manually. Optionally, the fixed amount may replaced by a lower or higher work-in-progress balance at the bill date.
Q: How do I ensure that there are no duplicate names and addresses and no redundant ones?
A: DRIVE automatically inhibits duplication of name and address combinations through a built-in facility called conflict search. DRIVE will check for redundant names and addresses if you use the lookup button. You can then delete them.
Q: How do I organise the browse screens the way I want them and not the way others do?
A: All you need to do is right click and you will find all the options for organizing your browse screens. You can, for instance, select and deselect which columns you want to see, how you want the column widths displayed and whether you want certain columns sorted, grouped or filtered. Each user will see a browse screen the way that user last left it, regardless of how other users have left it. A similar facility exists for the select and sort criteria of the reports.