 June 30, 2001 Keystone Systems, Inc. Volume 2001 Number 2 140 South Arthur, Suite 515, P.O. Box 206, Spokane, Washington 99210 Sales: (888) 863-9833 Fax: (509) 535-0520 Support: (888) 863-9797 Web Site: www.KeystoneTruckSoftware.com E-mail: sales@KeystoneTruckSoftware.com |
| MARKETING KEYSTONE TRUCK SOFTWARE |
 How did you learn about
Keystone Systems? Many of you first heard about us through our direct mailing campaign. We try to send postcards to every
small-to-medium sized trucking company in the mainland U.S. at least once a year. We most recently sent out a postcard with the message "Tough times call for tough software. Take control of your business today" to 2,818 companies in eight states. |
 Many other prospects find our web site (www.KeystoneTruckSoftware.com) through one of the Internet search engines. We have also been sending occasional press releases to trucking industry publications. We were featured in the January 2001, issues of Transport Technology Today and Fleet Owner and in the 11/17/00 news on the www.truckinginfo.com web site (associated with Heavy Duty Trucking). |
 While these sources require quite a bit of specific effort on our part, the largest single group of new clients comes from you, our existing clients, by way of referrals. We appreciate the confidence you show in us when you pass on the names of prospective new clients. We work hard to make sure our clients receive the best product and best support in the industry. |
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When someone makes an inquiry by phone, e-mail, fax or web-site response, we acknowledge the contact and send information out by 2nd day delivery. The package includes a personalized letter, demo CD, 20+ page brochure, several one-sheets featuring different options and features, and a couple of our most recent newsletters. Once they have had a chance to explore our offerings, we fax a price quote based on their needs along with a reference list that includes many of your names. We appreciate that our clients are willing to spend their valuable time visiting about their experiences with Keystone software and support. Many have even offered to let prospects come see the software in action! And remember, if we get a new sale as a result of your referral, you will receive a free quarter of Keystone Management Package for your business. We know that is not why you refer people, but it can't hurt! Give Chris a call on his direct sales line at 1-888-863-9833, send him an e-mail at chrisb@KeystoneTruckSoftware.com or visit our web site at www.KeystoneTruckSoftware.com. |
 ANTIVIRUS? WHY, IS SOMEONE SICK?Bad news travels fast. Several times a year, we learn of someone being stricken by a computer virus of some form. Although a virus can be delivered by diskette or CD, the most common way seems to be through e-mail and/or Internet access. |
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Molly Molitor of MS Molitor Trucking, Inc, Boulder, Montana, reported the round-about way they got "hit". Her uncle had applied on-line for a North Dakota hunting permit. Unfortunately, that site had apparently been infected. Molly and Mike Molitor received an e-mail from the uncle that could not be opened. Thinking they were just have a problem with the home computer, they forwarded it to the office. The next day they got word from a friend that he had received a virus from Molitor Trucking! Meanwhile, there were problems with the computer network (crashes, problems running programs, etc.) which could not be explained. With the installation of Norton AntiVirus, they discovered the virus. It had not only mailed itself automatically to everyone on Molitor's mailing list, but if anyone sent them an e-mail, they could not receive it, but the virus was sent back to the sender! The full system was down for a day while everything was sorted out. Once the virus was gone, the computers returned to normal and programs could be run as before. Molly says, "Our advice is to make sure you have a recognized anti-virus program on every computer!" Bobby Parsons, Smalley Trucking Company, Inc., Sutherlin, Oregon, reported a similar situation a few months ago. They were having lots of problems running software, screens were looking weird. They called to Keystone to see why our software was acting strangely! We suggested testing for a virus. They also used Norton AntiVirus to clear up the problem. Bobby agrees with Molly's advice, but adds, "Configure the software to check the machine daily and do keep up on the updates! And remember, a virus can move between your computers, so test them all." HOAXES There is another side to all of this as well. While some people like to wreak havoc by damaging your computer or data or messages, others prefer a more subtle route: they let you do the dirty work. There are probably as many virus hoaxes as there are viruses! For example, If you receive e-mail instructions on how to remove the file SULFNBK from Windows, don't do it. This virus warning is a hoax. Deleting the file can cause problems with the operation of Windows! Other hoaxes just encourage sending of thousands of well-intended forwards to friends and associates, creating wasted time and additional load on the e-mail system. ANTI-VIRUS SOFTWARE SOURCES There are least twenty vendors of antivirus software, but the two best known in the U.S. are Norton (Symantec AntiVirus) and McAfee (McAfee VirusScan). Their software is available from any computer or office supply store. You can also purchase them on-line from various suppliers or from the vendors themselves. McAfee VirusScan's web site is located at www.mcafee.com. The McAfee AVERT Virus Information Library has detailed information on where viruses come from, how they infect your system, and how to remove them. (http://vil.mcafee.com/) |
 Symantec's Norton AntiVirus web site is located at www.symantec.com/avcenter/. Their search page is at www.symantec.com/avcenter/vinfodb.html. They also have a page dedicated to hoaxes, which can be found at www.symantec.com/avcenter/hoax.html. |
| CREDIT LIMIT CHECKING FOR TRUCKING INVOICES |
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A new feature added to the trucking invoices now warns you when a customer exceeds their credit limit as you enter an invoice. This will help you manage your risk from bad customers and ensure nobody is taking advantage of you. The credit limit is checked at the time you enter the "Bill To" company. This is before you would enter the any invoice amount. Therefore, if the company credit limit is $1,000, and they currently owe less than $1,000 the company will be accepted. Once the open invoices exceed $1000 then the system will start to warn you that the credit limit has been exceeded. To use this feature, go to the AR Info tab for each customer and enter their credit limit. You can even set the credit limit so that a particular customer cannot be used by setting a credit limit of -1. If the credit limit is zero or $9,000,000 or more, a customer's credit limit is not checked. When a company exceeds their credit you will get a message on the screen that the credit limit has been exceeded. You can override the message and continue to use the company if your security level is high enough. If your security is not high enough, the program will go to a login screen and allow someone with the proper authority to login and override the credit warning. If the warning is not overridden, the system will not allow you to use that company to bill on an invoice. This special user login screen is just for overriding the credit limit and does not log the overriding user in on that computer. To override the credit limit you must have System Administrator rights or your security level must have "Can override credit limit on invoice" marked "Yes" in Setup Utility, Lists, Security, Setup 2 Tab. |
 PICTURE THIS!We are working on redesigning our demo CD and would like to "liven it up" with pictures of client trucks, office buildings, people at work, and so on. Stories about your business or the way you do things would also be very welcome! If you have thoughts or contributions, please call Chris at 888-863-9833 or send e-mail to sales@KeystoneTruckSoftware.com. Thanks! |
 YESTERDAYYesterday, All those backups seemed a waste of pay. Now my database has gone away. Oh, I believe in yesterday. |
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Suddenly, There's not half the files there used to be, And there's a milestone hanging over me The system crashed so suddenly. I pushed something wrong What it was I could not say. Now all my data's gone and I long for yesterday-ay-ay. Yesterday, The need for backups seemed so far away. I knew my data was all here to stay, Now I believe in yesterday. |
| WHY BE SORRY WHEN YOU COULD BE SAFE? |
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A backup of your data is one of the best tools you have. And not just your daily and weekly backups on a tape, CD or Zip disk, but backups using the Keystone Backup program. We provide you with a backup that copies all your data files to another directory on your hard drive that is fast and easy to use. So why do we mention the "BK" backup? Because it isn't being used to it's full potential. Too often, we get a support call for a problem that could have been greatly reduced or eliminated completely if the time to run a backup had been taken. "BK" backups do require that everyone gets out of Keystone while the backup is run and while that can be a hassle, it is well worth it if you have a problem. We have changed the backup so that it will run faster, especially for clients using the Mileage Interface and the extremely large Cities files. The backup will also run faster at the server than from a workstation. Our suggestions for when to do a "BK" backup are: before running final settlements, before running a final monthly close in Accounts Receivable, Accounts Payable, Payroll and General Ledger and before running any rebuild. Take the extra time to do a "BK" backup; it could save you a lot of work later. |
| NEW FORMAT FOR TAX FORMS |
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It's kind of early to start thinking about filing W-2's and 1099's, but out supplier recently informed us that the IRS has completely revamped the forms for this year. The W-2 forms are now the full width of an 8-1/2" by 11" page. The 1099's Misc are now two per page instead of three per page. So what does this mean to you? Keystone has already changed the programs to print the W-2, W-3 and 1099's to fit the new forms. If you are a new client within the six-month training period or are on the Management Package, you will automatically get an update to these forms. If you are not on Management Package, you can contact us about getting an update that would include these forms. As usual, we will send a price list and order form for you to order your tax forms and envelopes from Keystone in the next couple of months. Remember when ordering this year that you will need more sheets of 1099's because there are only two forms per sheets. Also you will need completely different envelopes for both forms because any envelopes you have left over are the wrong size now. |
| NEW TAXES RATE FOR FEDERAL WITHHOLDING EFFECTIVE 7/1/2001 |
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Don't forget to change your federal tax rates as soon as possible after your last payroll for June 2001. A copy of what your federal tax rate screen should look like is enclosed with this newsletter. Also a reminder for those of you with employees in Idaho, the tax rates for Idaho also changed effective 7/1/2001. Please call Tanya if you have any questions on how to add a new rate table. |
 THIRD QUARTER 2001 HOLIDAYSJuly 4 - Independence Day September 3 - Labor Day |