We have a cemetery & Crematorium Business. We currently use an access based data base system. This keeps customers files and is used to create invoice correspondence and product orders and sales. As a part of this there are two main data bases.
The first is the customer file which containes name address phone numbers email Etc the pet details and the job requirements (Burial or cremation)From here we can print many forms and documents and track plaque orders. The invoice is generated here as part of each pet file and payment is recorded here with a monthly total of invoice and payments being generated. There are three burial services. Parkland, Lawn and headstone sections. There is an annual maintainance fee payable in the lawn and headstone sections. Annual invoices need to be generated for [url removed, login to view] plots are currently recorded on a spreadsheet. The plot location is recorded on the client data file.
The second is the veterinary data base. The refering vet is recorded on the client file. Several reports are produced including commissions, which is used to pay the vet the referal fee each month. The Vet data base is also used for general communications with the vets, which can include mail outs to all vets. Marketing reports are also produced here.
The current data base has some features I want to maintain. EG Inputting an address is simple. There is a data base of cities and post codes which streamlines input. Searching for a customer is easy as we can search using client name, pet name, post code or date of service [url removed, login to view] of data input is essential as some people who must use this system are not skilled at computer key boards.
My wish list for a new data base includes:-
System to be web based, not here on my own pc. Work can be performed by several people at different locations. SQL or AJAX have been recommended to me already.
Plaque order companies to have limited access to the site to view and manage their own jobs. There are several different companies around Australia that supply a diverse range of products. If a plaque order is placed in a particular companys file, they should get an automated email alert. Some of these companys need access to photos which may be required for some plaques. Tracking the manufacture progress is also necessary. I would like to be able to see when a plaque has been commenced and shipped to us. This can be recorded by each plaque company.
It may or may not be an advantage for my business web site to be integrated into the new data base. I am not sure about this.
I would like a visual view of the Cemetery burial plots showing client name and Pet name and a background colour that shows if maintainance is paid up to date.
In the developement process conversations in English are necessary. I have Skype so that is easy. If ALL communication must be by email or SMS please dont bid. Confirmation of phone conversations is OK by email.