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ProCal Track Manual V4 - Transmille Calibration

1. 84 MON OS a RR M 85 GING Traceable ssxiusaisenidivvasnncsiisncctclldaacnactudaamsisidnspaadbtashedivamuptaiabameliatiacencsiiusivedliassavandDaaesieiiassaiiuanes 86 Padung Diop DOW Monus 87 H 88 ene eee ete 88 mE crs esd EN 88 ATE RR ENA N 88 ProCal Track User Manual V4 00 Page 6 Procal Track Laboratory Management Software User Manual Introduction General Overview ProCal Track is an easy to use Windows based program which is used to monitor and control information on instruments and equipment that are calibrated or serviced by a calibration laboratory Full records on calibration and service histories can be kept together with the age cost owner status etc This program will save time on filing sorting and retrieving paper records by having all necessary Calibration Information in one place Job control The software can be used to keep track of the progress of a job in the calibration proces
2. 74 List Instruments Awaiting QUOILO 1 5 neon Ren eroe b dur pe DE aa a 74 List Instruments Awaiting MEET 15 List Instruments For a Specific Customer ccccceececeseeeenecseeteneeceneeceeeeaseetanseeneeeseeeeseeesaeeteneeceueetsneetestaneess 75 Instrument Calibration Priority List lseessessssssssssessseseenneennennne 15 E E EEA E M I EE 76 ProCal Track User Manual V4 00 Page 5 Procal Track Laboratory Management Software User Manual All Jobs For a Specific CUSIOITIG uices cuu Foto n punti tame d datu mcs dE pas aa da 76 PMN ODS ERR RR RR T6 Status cree ae a Sacre dds eee 76 mil n M NS 77 eis Etico 77 VIEW OVERDUE 9 77 AEG Teu MescmRRR Auu uA ARREES ma asRaaEAEaEEAa a 5a A H C 78 Overdue Jobs For a Sp
3. 45 Enter or INU Si E m 45 Despatch and INVOICE Addresses MP TETTE 46 Kom OP 46 MPO RIO acces ssi cere IET 46 TN 5 E 46 eee 46 DEMO OR LOAN DESPATCH cei 47 Brie e ERO E TT ee ee eee 47 8127 6721000 ciii NE E Rm 48 8 ARR Nem 48 CONFIGURE LABEL PRINTER cccccececececcececececcecececencacececeacaceaeeeaseceeeaeaceeeaeaneneaeaeaaeaeeeeeeaeeeaeanensanaes 48 Standard Sernal Primer RR TERES 48 es 0 MDc C 48 Seiko Smart Label Printer oo iere omit nr eje e cux ewe asa qued TS Sess eremo ea 48 via LOGO PFPOSRIONS MAR 49 EDIT CONTA sp mm 50 Add a New 50 Amend existing detalls 51 Delete 51 mid ez 51 EDIT CUSTOM LIS
4. 14 nhs ee T neato 14 Calibration bypassing ProCal ssessssesessssseeseeeeeen nennen nennen nnne nnne ann n nns na nnne n nnns earn nnn nnns 14 FO GOSS CONN 14 M 14 OPERATING PROCEDURE OVERVIEW 15 mzje ire NSTUMEN TT m 15 MOOS D 15 DO EAU IAS aarp cn eaten toutes AE E DEP IUS 15 Sere NIU mE 15 PPabenwork Process InstrulTielllS 15 WAS TOMOM MET UO rnm 15 Re O C USIORIBT OMS 16 Calibration Interval and Customer Notification 16 ree ni MT 16 UNG CN Ay X 16 CODE S C NE 16 eae SM TAINS 17 MENU FUNCTION 18 CREATE AN INSIRUMEN T 19 19
5. 65 Ey AE OCS eS RR RE od onde E 65 Language STUNG MT abe esi alae 65 T eje gc CNET TR 65 MUN P rogram Operat ON Tc 66 Fast T rtiaround SUGARS cada Gau 66 AS SV 66 AMNS SNS russe E E aaa cans 66 66 USER ACCESS PERMISSIONS co o Ew ADR Ra MR D Dco PR Row E EE Rr 67 zl 67 User S PERMISSIONS PER wet 67 BIS ERI eee 67 8 67 MODIFY INSTRUMENT ID 68 RESET STATUS CODES
6. se 43 MR 43 instrument DB eae ean 43 Sy T O 43 Cert Type Certificate Type eneen aaia e aaa a A a Aa EaR AS 43 JOD INO EAE DUE 43 Cal Interval Calibration Interval 43 43 ProCal Track User Manual V4 00 Page 3 Procal Track Laboratory Management Software User Manual FaSt ET 44 EE 44 Under YN UIT E E 44 NS cece rayne ede crenata 44 Quote Req d Quote 44 Link to Scanned Customer 44 IN PRRRRRTE SSRSRSRRAmA VC 44 INSTRUMENT reru rnm nnnm
7. 20 RERUM 20 20 20 FIOCOOHEIO cee ec 20 PALTOS e onto cane fet she nate abe een 20 v mM 20 e 20 E 21 Call Source MEMENTO 21 DALA CUO MN RR ne ene eee ee eee ee 21 SY AS 21 GUNMA GOS 21 ProCal Track User Manual V4 00 Page 2 Procal Track Laboratory Management Software User Manual BIDVANGEDTEBIT VEU I EE EDEN CH Iu DER PEE EI I E IM 22 eia ee 23 seiiseilicce cie igui feb m P MA 24 BAICH CREATE INSTRUMENTS seit ee eee eer ee ee een ee ai erae Model Number Manufacturer Description ccc cccccceecccaeeee 26 nen ena ce re nici ero mee ner evita ttre ete eaten
8. 57 UPDATE INSTRUMENTS CALIBRATED nnnm nmn mnm ennnen nnne 59 EDIT LABORATORY ADDRESS A EOE 60 EDIT CERTIFICATE OF CONFORMANCE 5 aeeenre neun ron on anao nau nnam m pun an onec renun Rerum acis 60 ProCal Track User Manual V4 00 Page 4 Procal Track Laboratory Management Software User Manual EDIT CERTIFICATE FOOTER beeen en RI Ende ERU 60 AUTOMATIC NUMBERING 60 Edit Job Number 61 cie ay AU Com gq 6 61 ANU Co Seral 61 Edit tU todo 0 3 11 EE 62 Edit Auto Transaction INUEImIDOE 62 Nei 98g 6 ee 62 OPTIONS uersibus Pak FRE CUU EE VER EN VE pxFYREF CbEN MEN Y ENSURE SEVERI RA SR RA YE E EYE Y VEO E 63 BI up 63 Station 6 eis ML 64 Non sInvolced Callbratlolis isis ts ee pictae dien da icum nOn cher en dec uS agir pev dudas
9. Test Time OOO 3 Engineer Smith Edit Parts List Job Comments When a job is completed the operator can enter two comments on the state of the instrument These may be typed into the text box or selected from the drop down list of standard comments Clicking the button opens the file containing the list of comments for editing Changes made here will be reflected in the options available upon completion of a calibration in ProCal Job Info Inst Details Cert Address Returmed By Despatch Address Accessories Semice Detalls History Services Farts Used Engineers Report Job Comments Quote Total Parts Cost F 12 03 i Repair Cost Instrument repaired before calibration d 2000 21 Tests passed calibration Calibration Cost All Tests passed calibration Mains safety tested oU All tests passed UKAS calibration Repair Time All tests passed UKAS calibration Mains safety tested Test Time 00 01 51 Engineer A B Smith Edit Parts List ProCal Track User Manual V4 00 Page 40 Procal Track Laboratory Management Software User Manual History ProCal Track keeps a history of all calibration jobs performed on an instrument Double click on an entry in this list to see the details of a previous job Job Info Inst Details Lert Address Returned By Despatch Address Accessories Service Details History Jab Number Cert Number
10. MM RPM E EE E CELA 69 Ge 69 ISSUED CERTIFICATES REPORT En XV ES RR KR D RR a RR V aru RO CR RR ERR TR RE TO TAIN ETT OTT PR 70 Cerica TYDE peer eee enon E ene eee ee eee ee ee re eee ee eee eee 70 Exclude Stats per ove ects canes acti ec diene vrs te emt et ake rot dns seein 70 List All Issued Certificates 2 00 00 ccc cc cccccccccccecececececececucecucccueceucceueaenenuuauauauauaenenenenenenensuacucenenetetenecscenecacacacauauauaeas 70 INVENTORY LISTING amp 72 PACF OLRODOM MM TRPT 72 AIR CROIRE ec E T3 Bhadglse CMMURMMT 73 Di DI A E 73 73 SAU LOS Seren eed eee snes T T m 73 minds 74 CALIBRATION PRIORITY 74 List All INStrUMENTHS ccccccecececcceccccccececcucuecacaceceueauauauauaceneauataeauenenenuauataterstenentaeaueneneneauaeaneneneneneneananenentanarans 74 List Instruments Awaiting
11. Carriage Cost Add new company Enter the details first then click Add Update Company Delete a company Select using the drap down lists then click Delete Company Edit company Select the company using the drap down lists edit then click Add Update Company Print EX Label Once their information appears update any and all details that need amending and click Add Update Company This will instantaneously update the system with those changes Note That if the company name is changed this will create a new entry under the new company name The old company can be deleted if required Delete a Contact To delete a contact simply select either their Account Number or the Company Name once their details appear on screen click the Delete Company button before it is deleted the system will ask you if this is the correct contact to delete this is to ensure a contact is not mistakenly deleted Print Label If a Seiko Smart Label printer is available then labels containing the contact s address may be printed ProCal Track User Manual V4 00 Page 51 Procal Track Laboratory Management Software User Manual Edit Custom Lists Custom lists contain a set of entries to speed up the input of commonly used items For example the manufacturer list contains a set of instrument manufacturers At several places ProCal Track will provide the list of manufacturers in a drop down list Jo
12. 26 lt S m mm 26 INO 26 E A T E AIE N EN A I ON E E I E 27 Company Name Address Order 27 Number of INSUMEN S S 27 wit etn 27 Calbration 27 Status rese re pe eere rer reas 2 Service Type Certificate 27 SEARCHING FOR NS INNS tT 28 SEARLBHPOUR JOB SHEET ree EI 6 4 RET T eee eee eee 30 ge 2 MB NN NUT UK TE 31 Bir emi dei NETTO 31 VIEW DOCS Me T T 31 31 8 EEE N T E 31 see T WM 31 Resa B sic RNC ERE 31 SUID Contract 32 KUN REDO 32 Demo Loan DSTA S wa du e ul me Du haat orsa die 33 Job Sheet Cert Address ssssssssssssse II me nennen mee miei rese re re e
13. Department Head Add Company Company Address Telephone Dept email Location Tip This address is only needed if the instrument has been returned by a company other than on Job Sheet Despatch Address This tab contains the address from which the instrument was returned This address is only needed if the instrument is to be despatched to an address different from the one on the certificate Select an entry from the Account Number or Company Name drop down boxes to fill with the details of an existing company To create a new company fill in all the details and click Add Company Virtual Job Sheet System ID T1A63 71 61 Job Mo 21 863 Certificate amp dd SCIENTIFIC DEVICES AUSTRALIA PTY LTD Instrument Transmille 2901A Customer Add Job Info Inst Details Cert Address Returned By Despatch Address Accessories Service Details History Account Number 531 Contact Mame Despatched Via Department Head Add Company Transmille 0 Company Mame Address Telephone Dept email Location Tip This address is only needed if the instrument is not being returned to the certificate or ProCal Track User Manual V4 00 Page 34 Procal Track Laboratory Management Software User Manual Job Sheet Accessories If an instrument is delivered with a number of accessories ProCal Track will
14. 10 23 16 ProCal Track User Manual 4 00 Page 45 Procal Track Laboratory Management Software User Manual Despatch and Invoice Addresses Ensure the despatch address is correct select a new contact ID or address if required If the invoice and despatch addresses do not match select a contact ID or address to which the invoice will be sent Despatch Item List A list of items that may be despatched is shown Click on each item in the list that is to be despatched in this delivery Multiple orders may be despatched in the same delivery as long as they are ready for despatch and have the same despatch and invoice addresses Carrier Information Select the carrier to be used from the drop down list and enter the cost of carriage into the Cost Dox Address Labels Select the number of address labels to print when completing the despatch Despatch Items Click Despatch Items to mark the selected items as despatched and print out a picking list detailing which instruments are to be sent to the customer If the instrument has accessories associated with it the Accessories Despatch Screen will appear to confirm that they are included in the delivery Accessories Despatch Screen AJ ACCESSORIES DETECTED Accessories For Instrument TOD004066 Manufacturer Motech Model Ho HIC 35 Description Multimeter Serial No 29004110009 Cancel When finished ProCal Track will return to the Scan Job Label screen aw
15. 2 Fl 2 42 13 50 2 55 12 30 Battery Lithium Button CH2032 Batteries 5 37 on ut ES ES EST 81 ES E ES ES ES ES 8 4 SPARE REPLACEMENT PART CATEGORY Batteries Search Select Item First select the type of stock item needed e g spare part or repair service Then select the category of item within that type e g type spare part category batteries or type calibration category high voltage The table will now be filtered to contain only items of interest Click on a row in the table to select that item and then click Select Item to copy the details into the job sheet If more that one item is needed select the required quantity in the Qty column Stock Selection Search ProCal Track User Manual V4 00 Page 38 Procal Track Laboratory Management Software User Manual Select a Product Service Categor Hardware Hardware Nut M56PH Hava 008 E000 Nut M5 stiff Hardere 0 00 0 00 S fnt M4 Hardware 0 00 ardware E012 0 00 15 72 0 00 12102 8000 12 12 00 1221 000 1221 0 00 12 00 00 SPINHER 5 5mm H3 12 45 F 0 00 1245 000 E1266 EUO 12 66 0 00 Cost Accred Cost Std 19 0 00 0 00 4 A175 182 i m E ER E ES m 1 E E m 4 TYPE SPARE REPLACEMENT PART CATEGORY
16. Selecting Check for Non Invoiced Calibrations on Startup will prompt the operator to search for all non invoiced calibrations when ProCal Track is started Mon Invoiced Calibrations Check For Nan Invoiced Calibrations on Startup Barcode Scanner om Uze Barcode Scanner For Dispatch Enforces use of barcode scanner for despatch z Station Mame Number nQ Barcode Scanner Selecting Use Barcode Scanner For Despatch will disable keyboard input of serial numbers in the despatch process requiring the operator to scan the barcode on the instrument label Select this to improve accuracy in a system using barcodes on every item Language Setting Select a language from the list of translations available Translations are stored by default in the directory C Procal Languages as Access database files named Language mdb e g Frangais mdb Some translations will be visible once the options screen is left however the program must be restarted for the language update to be implemented Crystal Reports Select Enable Crystal Reports to access a wider range of reports Crystal Reports allow flexible formatting of results and may be edited to meet customer requirements Custom reports are available from the main menu of ProCal Track under User Reports Crystal Decisions TH Crystal Reporte ae Enable Crystal Reparts Basic information about Crystal Reports can be found in the appendix In
17. Calibration Date Service Type Calibration CM13262 05 10 2006 New Instrument Test Standard Certificate Delete Instruments Selecting File gt Delete Instrument from the main menu will bring up a similar interface to select which instruments are to be deleted ProCal Track User Manual V4 00 Page 41 Procal Track Laboratory Management Software User Manual Goods Inwards Selecting Utilities gt Goods Inwards Book In Instruments will bring up the Book In screen Express Book In By User Scan Barcode or Enter Serial Number then click Enter Enter Scan Serial or ID Number gt gt Certificate Address Customer Address Despatch Address Instruments Booked In This Session Job No Customer Manufacturer Model No Awaiting Instrument Selection Instrument Details Awaiting Instrument Selection Job Information Awaiting Instrument Selection Recall Last Customer Recall Last Inst Details Recall Last Job info Type the serial number of the instrument to be booked in into the flashing box and press enter Alternatively use the barcode scanner This will display the details of the chosen instrument Express Book In By User EXISTING Instrument K00743737 Enter Scan Serial or ID Number gt gt 00743737 Certificate Address D Add Edit Address ERES REDMCR Evans Instruments Booked In This Session Company The Measurement Club Account No 1
18. Click Start Search If matching instruments were found the following screen will appear ProCal Track User Manual V4 00 Page 28 Procal Track Laboratory Management Software User Manual View Edit Instrument Ordered By System ID Clamp Adapt gt GIDS LID Clamp Adapt gt GIDS LID Clamp Adapt gt GIDS LID TO00008827 8112 188000001 Ryoritsu 8112 00032 Eyaoritsu 8112 Select an instrument from the list above then click View Edit to confirm selection Re Search to return ta search screen or Close to return bo main menu Search Select an instrument then click View Edit or double click the entry in the list to go to the virtual job sheet for that instrument Click Re Search to go back to the search screen Search for Job Sheet Selecting File gt Search for Job Sheet from the main menu will bring up an interface similar to searching for instruments to select which job sheet is to be viewed View Edit Job To view all instruments click start search without selecting a search criteria Order Tip Select criteria to search by clicking on one or more button s or Search By Lu stem ID C C O ProCal Track User Manual V4 00 Enter a Job Number 21863 Start Search Page 29 Procal Track Laboratory Management Software User Manual View Edit Job Ordered By Job Number Job Number System
19. Edit a User s Permissions Select a user in the list and select the new user level from the User Level drop down list Delete a User Button Select a user in the list and click Delete a User Close Button Click Close when user update is finished If the list is empty ProCal Track will operate with an unnamed user with the level of Administrator and no password ProCal Track User Manual V4 00 Page 67 Procal Track Laboratory Management Software User Manual Modify Instrument ID Number If itis necessary to change the system ID number of an instrument select the menu item Utilities gt Advanced gt Modify Instrument ID Number A menu will appear which will allow the user to search for the instrument using a variety of information Order Tip Select criteria to search by clicking on one or more button s To view all instruments click start search without selecting a search criteria Start Search By NC C C Ci list of instruments matching the search will appear Select an instrument from the list and click Modify ID this will show a box containing the existing System ID for the instrument Edit as required and click OK A warning will appear if an attempt is made to change to a system ID that is currently in use ProCal Track User Manual V4 00 Page 68 Procal Track Laboratory Management Software User Manual Reset Status Codes If ProCal Track is installed alongs
20. Head Company Name Address Telephone Site Fas Dept email Location Expected Return Date x Selecting an entry from the Account Number drop down list can fill in the despatch address of an existing customer ProCal Track User Manual V4 00 Page 47 Procal Track Laboratory Management Software User Manual The Site Department and Location will depend on the instrument Despatched Via Select the delivery method that will be used for this instrument Click the button to edit the file containing the list of standard delivery methods Expected Return Date Select the duration of the loan The instrument s due date will then be calculated from today s date Configure Label Printer Click Utilities 2 Configure Label Printer to set up the label printer The options available will depend on the type of printer selected Click Print Test Label to confirm the printer is configured correctly Standard Serial Printer Select the serial port to which the printer is attached COM1 COMA for serial connections DYMO 300 400 This printer is configured using the Dymo software Seiko Smart Label Printer i Configure Label Printer Standard Serial Printer ASCI Output Print Test c DYMO 300 400 Series Printer pita f Seiko Smart Label Printer Label Cade SLP TMAL Port Label Configuration f CUMI serial 1 COM Cert XXXXXXXXXX C c ka Ca
21. ID Model Number Serial Number Description Customer Mame T1A8371J6 108371J6 2 10 50 Cur SCIENTIFIC Select a job from the list above then click View Edit ta confirm selection Re Search to return ta search screen or Close to return to main menu Click View Edit to bring up the Job Sheet Job Sheet Job Info This tab contains details of the selected job Virtual Job Sheet EY ID 11A83 71J6 JobNo 21863 _ Certificate Add Instrument Transmille 2901A Customer Add Jab Info Inst Details Cert Address Returned By Despatch Address Accessories Service Details History aiia Link Service Details Sub Contract Details Do Not Recall Date Received 05710 2006 PDF Order Service Type New Instrument Order Number EICICICESUE P Vi xd Standard Calibration Invoice Number Docs Nm uote Status 55 Despatch Date 24 04 7200 7 Add Scan Calibration Date 057 1072006 uote Calibration Due 04 10 2007 gt E PDF Certificate 13262 waranty Mains Safety Status A with customer Turn around Days Cal Interval 52 Weeks L ustomer Comments gt Booked Turner in ProCal Track User Manual V4 00 Page 30 Procal Track Laboratory Management Software User Manual Job Order Details Most details about the job will have bee
22. Manual V4 00 Page 73 Procal Track Laboratory Management Software User Manual Day Book List Instruments Received on Wednesday 23 07 2008 Certificate No Status Customer Name Order No Date Received Instrument Serial No 000000142 23 07 2008 2 23 07 2008 100221021 23 07 2008 100411048 07 2008 T30000003 2008 Mor opm op JP1 Loop Test 1 Tinsley 1040 Scopemet Fluke 187 Multimete Any BMC BMC Res gt TIME ELEC 1030 V I CALI gt Select one or more instruments from the list above then click Print List to print the list use select all to print all items in the list or Close to return to the main menu Close Ready Print List Click Print List to print a report containing all the instruments booked in on the selected date Calibration Priority List The calibration priority list reports show all instruments that are awaiting work User Reports User Login Help Generate Recall Letters View Last Generated Recall Letters 06 08 2009 12 44 13 Issued CerkiFicate s Report Inventory Listing amp Reports Day Book Calibration Priority List view Jobs d View Overdue Jobs view Mon Inwoiced Calibrationis k List All Instruments List All Instruments List Instruments Awaiting Calibration List Instruments Awaiting Quote List Instruments Awaiting Repair List Instruments For a Specific Customer This menu item shows all instruments awaiting calibration a
23. Off Computer m ProCal Track will be started A splash screen will show the status of the program PROCALTRACK LABORATORY MANAGEMENT SOFTWARE V4 041 08 09 2008 Fully Licenced Certificates Path ProCal Certificates s h 57 documents Transmille ContactsContacts mdb al Reports h USB Key ProCal Track requires a USB key dongle to be attached to the PC in order to run If a key is present but is not detected try plugging the key into another port If the key cannot be found please contact a Transmille representative at sales transmille com or on 44 0 1580 890700 30 Day Evaluation Period If ProCal Track cannot find a USB key it will run in evaluation mode In this mode the software is fully functional but can only be used for thirty days after being used for the first time If the software is purchased after the evaluation period has expired the USB key will re activate the installed software and data Upgrade Information For Users of ProCal ProCal and ProCal Track share the same results database allowing ProCal Track to monitor the progress of instruments as they are calibrated The results database must be set in the program options to the same location that ProCal is using If the software is used on a single machine ProCal Track User Manual V4 00 Page 13 Procal Track Laboratory Management Software User Manual the ProCal Track installer will automatically use the existing ProCal settings If ProCal
24. Scanned Customer Order DEMO LOAN Dispatch Create Certificate of Conformance s Search For Certificate of Conformances k Change Instrument Status Update Instruments Calibrated Edit Recall Letter Text Edit Laboratory Address set Logo Positions 4 Configure Label Printer Edit Certificate of Conformance Text Edit Certificate Footer Text Edit Quote Template Certificate Cover Sheet Logo Certificate UKAS Logo Certificate of Conformance Logo Recall Letter Logo Service Log Photo Select the X Position distance from left of page and Y Position distance from top of page where the logo is to be printed ProCal Track User Manual V4 00 Page 49 Procal Track Laboratory Management Software User Manual amp Adjust Logo Positioning Accredited Logo Adjust positioning For the printed logo zc 1 L X Position 1940 ee ap SOLUTIONS IN CALIBRATION Y Position Location c XProCalProgramsXM amas bmp Cancel View Edit Contacts The contact database contains all details of customer companies and their contact details The Contact Database can be accessed via Utilities gt Edit Contact Database the menu that appears can be used to edit and delete existing Contacts and also allows you to add new Contacts Add a New Contact To add a new Customer to the database simply input the details and choose an account number to identify the contact Once all the details have been entered click Add U
25. can be returned to the customer The key official document is the certificate of calibration A service log invoice and instrument labels can also be printed automatically With the paperwork complete the instrument is ready for despatch Despatch Instruments As customers may send in several different instruments for calibration the ProCal Track despatch process allows instruments with a common despatch address to be sent out in a single delivery When a job is selected for despatch other instruments that can be successfully included in the same delivery are listed ProCal Track User Manual V4 00 Page 15 Procal Track Laboratory Management Software User Manual Return to Customer Once an instrument has been returned to a customer the instrument status is reset to its original state With Customer This status will not change until the instrument is due for recall Calibration Interval and Customer Notification When a new instrument is entered a calibration interval is specified typically 52 weeks Using this number and the date when the instrument was last calibrated ProCal Track maintains a list of instruments due for calibration Instruments enter Requested state Customers with instruments that are less than three weeks from their due date are sent reminders Instruments enter Requested Posted state When an instrument passes its due date without calibration Instruments enter Overdue state an overdue notic
26. of the device Serial Number Enter a serial number for the instrument Click the Auto button to let the system automatically choose the next available serial number only use this option if the instrument has no serial number Cust Ref Enter a customer reference for this job This can be a word or number some companies will assign their instruments asset numbers and these can be used for the customer reference It is another form of identification for the instruments Procedure No Enter the number of the procedure that will be used to calibrate this instrument This will be used by ProCal to select which procedure to use for a calibration run PAT Test code Enter the PAT Test code for the instrument if required Certain PAT s can have procedures that are set to codes or ID numbers which means that a procedure doesn t need to be entered manually but will automatically search for the correct procedure using the PAT Test Code Site Enter the site where the instrument is located or choose from the drop down menu Department Enter the department where the instrument is located or choose from the drop down menu ProCal Track User Manual V4 00 Page 20 Procal Track Laboratory Management Software User Manual Location Enter the location of the instrument or choose from the drop down menu Cal Source Calibration Source Choose the calibration reference source of the instrument The Calibration Source specifies where
27. quote or repair List Instruments Awaiting Calibration This menu item shows all instruments awaiting Calibration with status code E List Instruments Awaiting Quote This menu item shows all instruments awaiting a quote with status code F ProCal Track User Manual V4 00 Page 74 Procal Track Laboratory Management Software User Manual List Instruments Awaiting Repair This menu item shows all instruments awaiting repair work with status codes K or L List Instruments For a Specific Customer This menu item shows all overdue instruments belonging to a specific customer If wildcards are used in the customer name more than one customer can be matched Instrument Calibration Priority List This screen shows the instruments due overdue in the category chosen Double click on an instrument to go to that instrument s job sheet Instrument Calibration Priority List Date af Receipt Return 06 09 2007 10 03 2008 13 03 2008 2007 2007 8 03 2008 03 2007 0031 1 00129 00125 1001181 1901171 00117 00114 2008 OD111 C Ca E Da 0 o arn m mn oo oo E Ro Pe in p C Ca D D oo C3 Ro Ro Mo Mj e C 05 3 3 3 2 3 es n RB lt 008 00110 8 00110 67 185 185 210 Close Customer Name PRECISE TRA
28. tests are passed If an instrument cannot be brought to its specified accuracy or if damage to the instrument is noticed during the test the instrument will need to be repaired Procal Track can handle both internal and external repair of instruments and allow for recalibration once the instruments have returned from repair To easily recall an instrument it is wise to note down the certificate number Other Delays An instrument s progress through the system may be held up for a variety of reasons An instrument could be damaged during transit or if a job is cancelled or a repair may be added depending on the customers requirements A calibration or repair may encounter an unexpected problem causing the instrument to be held awaiting the customer s response Status Codes Every instrument on the system has a status associated with it ProCal Track uses these status codes to keep track of an instrument s condition and whereabouts Status codes change automatically when certain events happen for example the following process takes place when a known instrument becomes due for calibration the process begins with the status With Customer ProCal Track User Manual V4 00 Page 16 Procal Track Laboratory Management Software User Manual Instrument recall in 3 weeks Letter sent to user If no reply Instrument becomes overdue If no reply Overdue letter sent Instrument received in goods in Instrument as found calibration done
29. the text box below once the information has been entered click Save Changes and then Yes For a sub contracted instrument it is advisable to also scan and link the certificate to the instrument ProCal Track User Manual V4 00 Page 22 Procal Track Laboratory Management Software User Edit Calibration Information For Instrument T1 756 Description IInst ID Cert No Cust Ref Cal Date Rec Date Proc no Cal By Version Temp Humidity IMVolt MFreq Cal Int complere Quality Manual Edit Cert zT AJ Tip The displayed can be modified Click Save to save the changes or click Cancel to abort without saving Delete Job Delete Eais Editing Signatories To edit the signatory of a certificate the same method is followed as for entering a Certificate Number search and open the Job Sheet of the required instrument open The Advanced Edit menu and scroll down highlight the line data that needs to be entered and type the information into the text box ProCal Track User Manual V4 00 Page 23 Procal Track Laboratory Management Software User Manual Edit Calibration Information For Instrument T1 756 Description Leb Add 4 Lab Add 5 Signatory 1 Signatory 2 Signatory 3 Signatory 4 signatory 5 Marg Pass Inst Desc 1 Serial 1 Cert No 1 Cal Date 1 Cal Period 1 Inst Desc 2 verial 2 J Bailey Edit Signatory 1 4 Bailey AJ Tip The data d
30. track these to make sure they are returned to the customer Several accessories are defined in an accessories list Click Edit Accessories List to change or create new accessories then save the file When done click Update Screen and the accessories screen will show a checkbox for each accessory defined in the list Select each accessory that was delivered with the instrument Virtual Job Sheet System ID 11A83 1J6 Job 21863 Certificate Add Instrument Transmille 2901A Customer Add Job Info Inst Details Address Returned By Despatch Address Accessories Service Details History Maing Lead Packing Manual EE Accessories txt Case Cover File Edit Format View Help Edit Accessories List Packing Manual Test Leads Update Screen Case Cower ccessarnes Print Accessories Labels Goods Inwards oF Tip add accessories up to 20 click Edit Accessories List To see the changes immediately click Update Screen Selecting Print Accessories Labels will print labels for the accessories when the instrument is being booked in If the accessory labels are not printed then they can be accessed through the Job Sheet by clicking Print Menu and then Print Accessories Labels ProCal Track User Manual V4 00 Page 35 Procal Track Laboratory Management Software User Manual Job Sheet Print Menu If the job label is lost from an inst
31. 09 12 44 13 Issued CerkiFicate s Report Inventory Listing amp Reports Day Book k Calibration Priority List d View Jobs k View Overdue Jobs All Overdue Jobs Overdue Jobs For a Specific Customer view Non Invoiced Calibration s ProCal Track User Manual V4 00 Page 77 Procal Track Laboratory Management Software User Manual All Overdue Jobs Select this menu item to view all overdue jobs Jobs will be classified as overdue a certain number of days from receipt of the instrument Enter this number when prompted List Overdue Jobs Please enter the number of days since receipt before job iz overdue Cancel Overdue Jobs For a Specific Customer Select this menu item to view all the overdue jobs for a customer Jobs will be classified as overdue a certain number of days from receipt of the instrument Enter this number when prompted Then enter the customer name when prompted View All Jobs For a Specific Customer Please Enter a Customer M ame Wildcards can be used eg String or Cancel Overdue List List ALL jobs 40 day s since receipt 8 Matches Receipt Date Davus in Customer Mame Model Number 23 05 2006 SEIVAD ENGINEERING LID M5 x 0 8 1670472008 SEIVAD ENGINEERING LID 3 4 x 10 UN 23 05 2006 SEIVAD ENGINEERING LID 1 5 1 04 2008 B SEIVAD ENGINEERING LID 3 B x l6 UN 1670472008 SEIVAD ENGINEERING LID 10 x 24 UNC 16 04 2008 SEIV
32. AD ENGINEERING LID 1 4 x 20 UN 16704 2008 SEIVAD ENGINEERING LID 4 x 40 UNC 167 0472008 SEIVAD ENGINEERING LID 77 16 x 14 Status Mey With customer Ho krrived damaged z Requested Posted Bo Requested Before cal done awaiting adj Overdue Posted erdue Calibration Incomplete gt Under Construction D Lost Sent for cal repair External 1 Allocated Customer E Received awaiting cal Sent for repair Internal z In dtock E Received awaiting quote Cal done awaiting p wark waiting Parts Received awaiting info order In despatch Ready This is the menu that will appear after entering the customer name you wish to search for instruments by This list can then be printed out or the data can be transformed into a graph and then be printed out ProCal Track User Manual V4 00 Page 78 Procal Track Laboratory Management Software User Manual Print List Click Print List to print a report containing details of the listed jobs Show Graph Click Show Graph to see a graphical representation of the distribution of status codes amongst the jobs in the list User Reports The user reports menu provides access to user generated reports created by Crystal Reports Crystal Reports must be enabled in the program options for this menu to be visible Reports added to the ProCal Track Reports directory User Login Help Reverse Traceability rpt Procedures View All O
33. Batteries n La p Select Item To select a stock item by a keyword click the Search button Enter a search term when prompted in the message box For example entering nut finds every product with nut somewhere in the description producing the results shown above Wildcards may be entered with matching one character and matching any series of characters Click on a row in the table to select that item and then click Select Item to copy the details into the job sheet If more that one item is needed select the required quantity in the Qty column ProCal Track User Manual V4 00 Page 39 Procal Track Laboratory Management Software User Manual Engineer s Report The engineer may enter comments about the instrument and the work performed when the job has been performed These comments may be edited in this text box The engineer responsible for this instrument may be entered into the Engineer text box or selected from a drop down list The list of engineers may be edited using the Utilities gt Edit Custom Lists gt Edit Engineer List item on the main menu Job Info Inst D etails Lert Address Returned By Despatch Address Accessories Service Details History Services Parts Used Engineers Report Job Comments Quote Total Parts Cost 12 05 Repair Cost F 20 00 Calibration Cost 60 00 Repair Time batteries replaced
34. EP 2 View Print Letter s STEP 3 Update amp Exit Status Due Instruments 0 Overdue Instruments UPDATE amp EXIT 0 Customers Advanced Select Specific Customers To find overdue instruments click yes when the message box appears that asks if you wish to delete the old database and search for new data Advanced Select Specific Customers Step 1 contains the option to search for specific customers with instruments that are due to be calibrated or overdue After all of the customers with overdue instruments have been located by ProCal Track the user can then edit this list by clicking Advanced Within this new window the user can uncheck and check the boxes of the customers they wish to print letters for If customers are unselected then it will automatically re run the search and provide a new list minus those customers Printing the Letters To print the letters select how many letters you wish to print according to how many customers you have selected the recall letter is double sided so if you do not have a printer capable of this the letters will have to be manually turned over to print the information on both sides Edit Recall Letter Text Selecting Utilities gt Edit Recall Letter text gt Due Letter will allow the user to edit the text of this letter Save the file when editing is complete When an instrument has become overdue for calibration a second letter is generated Selecting Utilities gt Edit Re
35. IDEAS STUDIO LID ACUTE SALES T A ACUI gt OMEGA CALIBRATION LA gt ALPHA ELECTRONICS gt Invoice Number ProCal Track User Manual V4 00 Model Ma THERM IACH E018 3350 2080 2T5lIEK 611234 0 30 B1023 5127 189 18 73mk3 HESA 2 LOOHAE 1049 Date Dispatched 21 02 2008 21 02 2008 21 02 2006 03 03 2008 22 02 2006 05 03 2008 28 02 2008 27 02 2008 277 0272008 277 0272008 22 02 2006 22 02 2006 22 02 2006 21 02 2008 25 02 2008 26 02 2006 26 02 2006 Job 27416 2 27416 3 27417 7418 J dx D iun Hx 1 J 1 y 03 M M Pea al dx D B Bo M M KO dx M M M M Mo l P p t qp op Invoice Procal Track Laboratory Management Software User Manual Page 58 Procal Track Laboratory Management Software User Manual Update Instruments Calibrated If an instrument is calibrated without using ProCal the calibration status needs to be updated manually Selecting Utilities gt Update Instruments Calibrated from the main menu will show the Update Instruments Calibrated screen Update Instruments Calibrated 3 Instrument Update To Update an instrument enter a Serial Number Previous Certificate Number or System ID Enter a Seral Numb
36. Instrument sent for repair Instrument after adjustment calibration completed job finished Paperwork for despatch printed Instrument despatched to customer For the majority of system use knowledge of these codes is not required as all of the above changes are taken care of by the software For reference these status codes can be found on Page 17 and the Use Codes on Page 26 These status codes are available and can be manually set in unusual circumstances such as instrument lost A full list of codes available is given below With Customer Requested for cal Overdue Lost Received awaiting cal Received waiting quote Received waiting order Arrived damaged As found calibration done Calibration Incomplete Sent for cal repair external Set for repair internal Cal done awaiting paperwork In despatch Requested Posted Overdue Posted Under Construction Allocated to Customer In Stock Awaiting Parts Action Required Status Code Transitions The following diagram illustrates the principal status codes an instrument can have during its progress through the system The starting state is With Customer The arrows indicate possible transitions between status codes ProCal Track User Manual V4 00 Page 17 Procal Track Laboratory Management Software User Manual With Customer Overdue Posted Requested Posted Received Arrived Damaged Awaiting Quote Received Awaiting Cal In Despatch M
37. Job No Customer Manufacturer Model No Contact J Smith Tel No 1 Fax No 1 Address 1 Clamp Street Instrument Details Model Number 1356 ja Manufacturer Kyoritsu x Description Clamp Adaptor Customer Ref Job Information Service Type Calibration Only Cert Type Standard Calibration Job No 10052 1 Order No 875412 Auto Cal Interval 52 Weeks 7 Days View Full Job Sheet Comments em Fast Around LINK TO SCANNED CUSTOMER ORDER Mains Safety Under Warranty Damaged L Quote Req d Exit CANCEL Certificate Address The address details on this tab will be printed on the certificate Select a company from the drop down menu to fill in the complete details Click Add Edit Address to bring up the contacts database and change customer details ProCal Track User Manual V4 00 Page 42 Procal Track Laboratory Management Software User Manual Customer Address This tab contains the address details of the customer who has sent the instrument for calibration These details should always be cross referenced with the customer order to ensure instruments are despatched to the correct address Despatch Address The address details on this tab will be used if the instrument is to be despatched to an address other than the customer s These details should always be cross referenced with the customer order to ensure instruments are despatched t
38. N 107470J85 Job No New Instrument Test Standa Transmille 2080 Electrical Test Box S N 107471J8 Job No New Instrument Test Standa Transmille 2080 Electrical Test Box S N 107472J85 Job No New Instrument Test Standa Transmille 2080 Electrical Test Box S N 107473J8 Job No New Instrument Test Standa Transmille 2080 Electrical Test Box S N 107474J85 Job No New Instrument Test Standa E 8 Exit Cancel Process Items 28 07 2008 10 47 33 Process Paperwork Item List A list of items that may be processed is shown Click on each item in the list to select it for processing Multiple instruments may be processed for a single order and in one operation Print Certificate Click Process Items when all items have been selected The Print Latest Certificate Screen appears to allow the selection of what to print on the certificate the number of copies and whether labels should be printed ProCal Track User Manual V4 00 Page 55 Procal Track Laboratory Management Software User Manual This will print out an Instrument Service Log and a Certificate of Calibration for each instrument selected and mark the instruments as having paperwork completed If all the items on an order have been processed then an option to go straight to the Despatch menu will be shown El Print Latest Certificate For Instrument 00176769 Number of Copies When printing is complete the status of all the instruments process
39. NSMILLE TRANSMILLE IMS EUROPE TRANSMILLE TRANSMILLE IRANSMILLE TRANSMILLE TRANSMILLE The Measurement Club LID IRANSMILLE V amp L TEST V amp L IESI HITER LID LID LID LID LID LID Double click an a list tem to view on screen job sheet Status Model Number CALIBRATION SERVI gt SUN CREATION ENGINEERING LID LID gt Mo pd pd pp opp bb pg bet ib EAD18 3706 1655 C2001 2102 3200 32 00HGAE FLASH 2080 dp qp Ha C C ni C M l C jd p p Serial Number P102772 10905117 1123927 129299 BC 00z201 106511E4 108951817 LOB TBOET 1 Pt oo oes 1 ul e ri i CO ab C m D e e Refresh List Page 75 Procal Track Laboratory Management Software User Manual To view list of current jobs select the menu item Reports View Jobs User Reports User Login Help Generate Recall Letters Issued Certificate s Report Inventory Listing amp Reports Day Book k Calibration Priority List k View Overdue Jobs View Non Invoiced Calibration s All Jobs For a Specific Customer ES u BE All Jobs For a Specific Customer All Jobs Received Awaiting Cal Received Awaiting Quote Received Awaiting Info Order Arrived Damaged Before Cal Done Awaiting Adjustment Calibration Incomplete Sent Cal Repair Exter
40. T S aa 52 CHANGE INSTRUMENT STATUS 2 2 UP ad E dx rM FCR EE Fog zr 53 GENERATE RECALL LETTERS 2 nans Suas eG cuui aU Gera ES rui rines 54 Advanced Select Specific CUStOMETS ccccccsscccsssceeceeecenceecececsaececseueeeseaeeseeeeseacessuacessaueessaaeeesaeeesensessaes 54 BIC CAS ANENE EE E E E 54 Edit Recall Leter Text A 54 View Last Generated Recall Letters 22 0 0 ccc cece ccececaceccecececeenececueaeaececucaeneaecececueaesececaeaeaesecueaececesucaeaeaeneeeeass 54 PROCESS 2 55 Enter or Scan Job Number act atr kx TEE 55 m ieec u e sueudi uil 55 Sse 55 PROCESS NON INVOICED CALIBRATION eren n mnm ne 56 View Non Invoiced Calibrations 56 Entenng an Ovoce NUMDET ERE o Omm 57 All Non Invoiced Calibrations For a Specific
41. UMBER SUFFIX if using the same customer is selected when instruments belonging to the same customer are booked in on the goods inwards screen they will receive a job number of the form JOBOO1 1 JOB001 2 JOBO001 3 rather than JOBOO 1 JOBOO2 Selecting Set entered data as ID for new Instruments will generate the instrument ID from various characteristics of the instrument When unselected the instrument ID is a plain number The instrument ID is used internally by ProCal Track select this option if the instrument ID needs to be more human readable Selecting Print ID Label for NEW Instruments will print a label for any unrecognised new instruments as they are booked in Set Options Click OK to confirm changes to program options click Cancel to discard all changes made ProCal Track User Manual V4 00 Page 66 Procal Track Laboratory Management Software User Manual User Access Permissions Administrators can modify the list of users by selecting the menu item Utilities gt Advanced gt User Access Permissions A list of users and their user levels is shown User Access Permissions User Name User Level Password OPERATOR ADMINISTRATOR User Name Add a User User Level ENGINEER e Delete a User Password Optional Close Add a User Click Add a User The new user is now selected Enter the user name choose the user level from the drop down list and choose a password if required
42. action Number The last transaction number is displayed in the message box Enter a transaction number this may contain letters and numbers but must end in a number up to a limit of ten characters or digits The next time a transaction number is created this value will be increased by one and used as the transaction number ProCal Track Auto Transaction Number The last Transaction Number used i shown below Edit number up ta 10 characters and click ar click Cancel ta abort Lancel Edit Auto Lead Number The last lead number is displayed in the message box Enter a lead job number this may contain letters and numbers but must end in a number up to a limit of ten characters or digits The next time a lead number is created this value will be increased by one and used as the lead number ProCal Track User Manual V4 00 Page 62 Procal Track Laboratory Management Software User Manual ProCal Track Auto Lead Number The last Lead Number used is shown below Edit number up to 10 characters and click or click Semel Cancel to abort To set options in ProCal Track select the menu item Utilities gt Advanced gt Program Options A password prompt will appear If a password has not been set then the password to be entered will be tcs After inputting the password a new prompt will appear asking for the VAT Rate this can be set to a value of your choice amp ProCal Track Options Data Paths Certificat
43. age 82 Procal Track Laboratory Management Software User Manual Use Codes Demo Loan Hire Sale Or Return Laboratory Standard Beyond Economical Repair Quarantined Advanced Edit Advanced Edit can be found on all virtual job sheets to manoeuvre to this menu click File gt View Edit an Instrument enter the identifying number such as an instruments serial or job number when the instrument details appear double click them or highlight them and click View Edit Virtual Job Sheet Job No Certificate Add Instrument Customer Add Job Into Inst Details Cert Address Returned By Despatch Address Accessories Service Detaile History Job Number Bene we taek IET Details Do Not Recall Date Received Order Number Invoice Number Service Tupe Cert Type Quote Status Despatch Date Calibration Date Wuote Ha Calibration Due Not Available E Service By Certificate Ma Warranty Safety T urn araund Days Cal Interval weeks Customer Comments gt Once this menu appears click on Advanced Edit to change more intricate details about the instrument such as the signatory for the certificate or the traceable instruments used during its calibration ProCal Track User Manual V4 00 Page 83 Procal Track Laboratory Management Software User Manual Edit Calibration Information For Instru
44. aiting further despatch jobs ProCal Track User Manual V4 00 Page 46 Procal Track Laboratory Management Software User Manual Demo or Loan Despatch Sending out an instrument for a demonstration or as a loan takes it directly from stock and marks it as being with the customer Selecting Demo Loan Despatch brings up a message box requesting an instrument serial number or a system ID ProCal Track Enter an instrument SERIAL NUMBER or SYSTEM ID Cancel If multiple instruments are found with a matching serial number select the desired one from list Multiple Instruments Found For Serial No 1 00181 8 00181 7 000 75 7 T00221021 00001 007497 700411048 Cancel Transmille 204 Precision Multi Prod Megger JE Loop Tester Hegger Continuity amp Insulst Tranamille 204 Precision Multi Prod Fluke 187 z Multimeter Any company Unspecified 3 Reference Capacitor KISTLER INSTRUMENTS Transmille 20 Precision Multi Prod Any 5 BMC Res Cap Ind Select Instrument The demonstration loan despatch screen will be shown for the chosen instrument Despatch Address Demonstration Loan Express Despatch x Instrument Details Model Number JP Manufacturer Megger Description Loop Tester Serial Number 1 Dispatch Address Account Number Contact Despatched Department
45. an instrument will be calibrated for instance if an instrument arrives that has to be subcontracted to an external laboratory then this box can be set to that laboratory Therefore for future calibrations this instrument will have the sub contract details attached to it instead of having to find them manually Date Acquired Enter the date this instrument was acquired Dates should be entered in DD MM Y Y YY format Date Scrapped Enter the date this instrument was scrapped if required Dates should be entered in DD MM Y Y Y Y format Instrument Cost Enter the cost of the instrument Click Close when all required information has been added Advanced Edit Advanced Edit can be found on all virtual job sheets to manoeuvre to this menu click File gt View Edit an Instrument enter the identifying number such as an instruments serial or job number when the instrument details appear double click them or highlight them and click View Edit Virtual Job Sheet Job Ma Certificate Add Instrument Customer Add Job Into Inst Details Cert Address Returned By Despatch Address Accessories Service Detaile History Job Number Link Service Details Sub Contract Details Do Hot Recall FDF Date Hecerved Order Service Tupe Roi Number yum Invoice Number Docs Quote Status Despatch Date Add Calibration Date scan Ma Calibration Due Not Available Lire e
46. any To create a new company fill in all the details and click Add Company Virtual Job Sheet System ID T11A6371J6 Job Mo 21863 Certificate Add Instrument Tranzmille 29014 Customer Add Job Info Inst Details Cert Address Returned By Despatch Address Accessories Service D etails History Account Number 531B5BALIST NS Contact Department Head Add Company Company Mame E Address Telephone Site Dept email Location Tip To add a new company name to the drop down list enter the details first then click Add Job Sheet Returned By This tab contains the address from which the instrument was returned This address is only needed if the instrument has been returned from an address different to the one on the Certificate Address Select an entry from the Account Number or Company Name drop down boxes to fill with the details of an existing company To create a new company fill in all the details and click Add Company ProCal Track User Manual V4 00 Page 33 Procal Track Laboratory Management Software User Manual Virtual Job Sheet System ID 11A83 1J6 Jab Moa 21863 Certificate SCIENTIFIC DEVICES AUSTRALIA PTT LTD Instrument Transmille 29014 Customer Add Job Info Inst Details Address Returned Bv Despatch Address Accessories Service D etails History Account Number amp Contact Mame
47. ases to new versions The following actions will be performed STEP 1 Update ProCal Settings and Local Databases STEP 2 Update ProCal Certificates amp Shared Data STEP 3 Check Update Procedures STEP 4 Update ProCal Track Program Settings amp Local Data STEP 5 Check Update Database Structures Database Paths PraCal Root CAProCal Browse PraCal Track ICAProCal Track Browse Progress File 36 of 4203 verting PROCIOOI MD verting procl002 M verting pracl 003 HDB verting 1004 vertingq PROCIOO05 H verting 100 erting 0 1007 0 PROCIOOB8 MEY YY vvv CO C C Advanced When complete the program will display a summary of the conversion process A log file will be generated that can be examined if any problems are found after the upgrade Run ProCal Track To start ProCal Track click the Windows Start Button click on All Programs then Transmille Software and then ProCal Track ProCal Track User Manual V4 00 Page 12 Procal Track Laboratory Management Software User Manual X E Internet Internet Explorer s E mail Express EJ Procal a Protal Seti Wierd f User Manual m Pracal Tr ak PraCal Trac Manual ProCal Tieak Pracert ProEdt 9 Prosales Trame Software 31 E rroset All Fregrames LI 92 Log Off Lo Tum
48. b Info Inst Details Address Retumed By Despatch Address i Description Manufacturer Model Number Acculab Advance Serial Number Agilent Anglican Cust ADIP Appa Procedure AW Power Ltd Avo Test Code The list is automatically sorted alphabetically To edit these lists select Utilities gt Edit Custom Lists to access the menu of custom lists and choose the list to be changed Edit Quote Template Edit Contact Database Edit Custom Lists Edit Manufacturer List Edit Instrument Description List Edit Accessories List Advanced Edit Serviced By List Edit Site List Edit Location List Edit Engineer List Edit Code List Edit Cal Source List Edit Carriers Automatic Numbering System When an item is selected the relevant file is opened for editing Make any changes required and then save the file Manufacturers txt Notepad Edit Format View Help Cambridge Yictoreean wandel amp Goltermann Dawe Norma Rede litte we ler Lecroy Leader Feedback Eagle Kenwood Goldstar ProCal Track User Manual V4 00 Page 52 Procal Track Laboratory Management Software User Manual Change Instrument Status Some unusual events require an instrument s status to be manually updated For example if an instrument is lost sometime during the calibration process its status code must be changed to D Lost Selecting Utilities gt Change Inst
49. by ProCal Track This software is not provided by Transmille and is not needed to use the preset templates it s only used to edit templates Crystal Reports if purchased only needs to have one licence for the workstation used to edit the templates not for every machine that uses the templates Menus provide access to the common tasks New instrument to be added to the database Instrument data to be edited Delete instruments from the system List or print out data from specified groups Show jobs in progress status View calibration due with comments and option to print recall letters ProCal Track User Manual V4 00 Page 7 Procal Track Laboratory Management Software User Manual View or print calibrations performed Record an instrument in for calibration amp print a Goods in label Print job complete paperwork for accounts Print despatch label amp paperwork Any of the above options can be selected from the menu at the top of the screen Simple search options allow instruments or groups to be identified e g list all the instruments of a same type or owner Information Stored Instrument details Manufacturer Model Serial Number Purchase Date and Price Identity or Plant Number Calibration details Calibration Period Procedure Calibration Dates and Certificate Number Service amp repair details Cost Parts and Time Job Number Job details Job Number Date Despatched Work Carried Out Job Comments Ord
50. call Letter text gt Overdue Letter will allow the user to edit the text of this letter View Last Generated Recall Letters Click Reports gt View Last Generated Recall Letters offers the ability to view the last batch of recall letters that were printed They can also be reprinted via the menu This option can help to ensure that all customers have received their recall letters ProCal Track User Manual V4 00 Page 54 Procal Track Laboratory Management Software User Manual Process Paperwork Enter or Scan Job Number Selecting Utilities 2 Process Paperwork will open a menu to continue enter the job number for which paperwork is to be processed into the text box or scan the item s barcode The full paperwork screen will then be shown PROCESS Items Find Order to Process SCAN JOB PICKING LABEL 17847 28 07 2008 10 50 20 Y PROCESS Items Find Order to Process SCAN JOB PICKING LABEL Oty Description Category Processed Transmille 2080 Electrical Test Box S N 107465J75 Job No New Instrument Test Standa Transmille 2080 Electrical Test Box S N 107466J5 Job No New Instrument Test Standa Transmille 2080 Electrical Test Box S N 10746795 Job No New Instrument Test Standa Transmille 2080 Electrical Test Box S N 107468J5 Job No New Instrument Test Stande Transmille 2080 Electrical Test Box S N 107469J5 Job No New Instrument Test Standa Transmille 2080 Electrical Test Box S
51. ce Details This tab contains details of the service to be performed on the instrument service Detalls Sub Contract Details Do Not Recall Service Mew Instrument T est Standard Calibration Status Quote Mo Service Bu E waranty Maing Safety 1 ProCal Track User Manual 4 00 Page 31 Procal Track Laboratory Management Software User Manual SERVICE TYPE This specifies the type of work to be performed on the instrument CERT TYPE Certificate Type This specifies the type of certification the job requires Selecting an accredited certificate for the instrument then ProCal will only select an accredited QUOTE STATUS If a customer requires a quote before calibration or repairs can commence the quote status will be A Quote Required This changes to B Quote Sent Awaiting Reply when the customer is notified and C Go Ahead Given when the customer has approved the work to be done SERVICE BY Select the company that will perform the calibration If this is not the principal company the sub contract details must be filled in see below WARRANTY Select this checkbox if the job is warranty work MAINS SAFETY Select this checkbox if the job requires mains safety testing If selected the instrument will be tested with a Portable Appliance Tester and an electrical safety label printed FAST T R Fast turnaround Se
52. e Select whether to include standard certification ACCREDITED certification or both in the report It is not possible to select neither Exclude Status Selecting Exclude Status removes results with status codes M Q and R M Cal done awaiting paperwork Q Under Construction R Allocated to Customer List All Issued Certificates Clicking OK will produce a list of all certificates issued in the specified time period Click Print List to print a report containing these certificates To view a graphical representation of certificates issued by month click Show Graph The graph type may be changed and the graph may be printed ProCal Track User Manual V4 00 Page 70 Procal Track Laboratory Management Software User Manual List All Issued Certificate s Analysis of issued certificates Librator Calibrator AC DC Calibrator Calibrator Calibrator Jan Feb May Jun Jul Aug Sep Oct Nov Dec Show graph ProCal Track User Manual V4 00 Page 71 Procal Track Laboratory Management Software User Manual Inventory Listing amp Reports Selecting Reports gt Inventory Listing amp Reports to produce reports of instrument inventory A search screen is shown select search criteria in the left column and fill in the search terms on the right To find all instruments select no search criteria Inventory Listing amp Reports A hB Order Select criteria to search by clic
53. e green Book In button Calibration bypassing ProCal Select the menu item Utilities gt Set Items Calibrated Enter the serial number Test001 in the appropriate text box Click Find Instrument Select M Cal Done Awaiting Paperwork from the Status drop down list Process Paperwork Select the menu item Utilities gt Process Paperwork Locate the Instrument in the list of items with calibration completed Click Print Paperwork Despatch Select the menu item Utilities gt Despatch Instruments ProCal Track User Manual V4 00 Page 14 Procal Track Laboratory Management Software User Manual Locate the Instrument in the list of items ready for despatch Click Despatch Instrument Operating Procedure Overview This section describes the process of running a single instrument through ProCal Track illustrating the states through which a typical instrument will pass and how the system integrates with ProCal Receiving an Instrument If the calibration laboratory has not previously calibrated a particular instrument then its details will need to be entered manually Create a new instrument on the system see Create An Instrument Section Enter information about the instrument such as manufacturer and model number and the customer who owns the instrument If the customer is new their details must also be added to the system see Edit Contact Database Section a photo of the instrument can also be added to aid identifica
54. e is sent to the customer Instruments enter Overdue Posted state When the customer responds and sends the instrument in for calibration the entire procedure restarts Overdue Instruments are visible from the Reports gt Overdue Jobs menu Note That an instrument will only be removed from the due list if it is returned and booked in or if the status code and the recall period are manually changed in the View Edit Instrument menu From time to time it may become necessary to remove instruments that are not returned to keep the list manageable To change the status code and recall period double click on the instrument and edit the details as required Please note that if the recall period is not changed then the instrument will reappear on the list the next time the Due Overdue function is run using 999 for the recall period will stop the instrument becoming due for calibration without deleting it from the system Further Calibration Outcomes There are several reasons why a calibration might not be completed the first time If an instrument fails one or more tests in a calibration procedure it will need to be adjusted and re tested After completing a test procedure that includes a failed test the state of the instrument is set to Before Calibration Awaiting Adjustment The instrument is adjusted to correct the failed readings and the tests re run in ProCal The instrument will be marked as Calibration Done once all
55. ecific Customer cccccceecccceeeeeceececeeeeeceaeeeceaeeeseuceeseacessaeeeseaeesseaeesseneesseaeessaeeeseneenes 78 7 6818 23 B RR RU 78 BAILE NR ERROREM 19 wine EC 79 M E RP E M MI MEL EE UI AD ER RR 79 CRISIAL IMMUNE erf 79 IMPORT INSTRUMENT IMAGES cccccceccccccccecsceccececececeneaceceaeaeeceaeaeaaeaeeeaceaeaeaeaeeaeneansaeaeensauaensaneans 80 Yu Dp M A X OPERIS 81 CPAN DOCUMEN MN 81 Add Scanned Customer OFdel ccccccecececececccececccuecacaeaeaenenenenececucuueneceneuecsueceuacucuceceuuauaeaeeteeanavavavaneveaeners 81 misi AO A E S EE A EA N A E EE EN E E E 81 Certificates Bic ei 81 Connac e B iic c ECTETUR 81 DALF DOOS MERIT m m 81 atel stom B TIS RENTRER TERR 81 ee ABe 81 eter ole ANT nec ecb wey E E AE 82 82 Semice Type 82 Ceriicaie FY SC OCS 82 GS 83 Advanced 83
56. ed will move to the next stage N in despatch Print Options Status X Print Calibration Certificate s Resdy Print Certificate of Conformance s Advanced Settings Process Non Invoiced Calibration To view a list of jobs where calibration has been completed but an invoice has not been generated select the menu item Reports View Non Invoiced Calibrations File Utilities User Reports User Login Help 35 Generate Recall Letters View Last Generated Recall Letters 14 08 2009 10 10 50 Issued Certificate s Report Inventory Listing amp Reports Day Book Calibration Priority List View Jobs View Overdue Jobs View Non Invoiced Calibration s View Non Invoiced Calibrations ProCal Track User Manual V4 00 All Non Invoiced Calibration s Non Invoiced Calibration s For a Specific Customer Page 56 Procal Track Laboratory Management Software User Manual View Edit Non Invoiced Calibrations 74466 Matches System ID Customer Mame Model Ma Date Dispatched Job Invoice Ma 16275476530 Transmille 3200 3105 2009 35991 1 T121454 Calibration Laboratory 2041 2562009 34655 1 TL12587 Transmille LTD b s 170005 35957 1 1 Use this screen to fill in invoice numbers by clicking on an instrument in the list then typing the invoice number in the box provided the invoice number is entered an instrument will nat appear in this list the NEXT TIME this function rs run Llo
57. elcome ka Ehe ProCal Calibration Software Upgrade Installation E B installation program Setup cannot install system Files or update shared Files if they are in use Before proceeding we recommend that vau clase any applications vau may be running Exit Setup Close down all running applications to ensure the installer can update all the files necessary ProCal Track User Manual V4 00 Page 9 Procal Track Laboratory Management Software User Manual T ProCal Calibration Software Upgrade Installation Setup Begin the installation by clicking the button below Click this button to install ProCal Calibration Software Upgrade Installation i software to the specified destination directory Directory Change Directory Exit Setup Click the ProCal Track button to start the installation f ProCal Calibration Software Upgrade Installation Setup Destination File CAWINDOWSIsyskem3zWWFC40 LL B 4 Wait for the installation to complete ProCal Calibration Software Upgrade Installation Setup E PracCal Calibration Software Upgrade Installation Setup was completed successfully Upgrade an existing copy of ProCal Track If a copy of ProCal Track exists on the system select Upgrade The procedure is then the same as for a new installation ProCal Calibration Software Upgrade Installation Setup Welcome to Ehe ProCal Calibration Software Upgrade Installation installation p
58. enu Function Reference This section describes the operation of each menu function from the below image in ProCal Track d a amp Be From Left to Right Create New Instrument View Edit an Instrument View Job Sheet Search for a Job Sheet Delete Instrument s Goods Inwards Despatch Configure Label Printer View Edit Contacts Edit Custom Lists Generate Recall Letters Process Paperwork Process Non Invoiced Calibration ProCal Track User Manual V4 00 Page 18 Procal Track Laboratory Management Software User Manual Create An Instrument Select Create Instrument from the File menu or press Control and and confirm that you wish to create a new instrument Create new instrument 4 Create new instrument are you sure Tes This will bring up the following screen where details about the instrument may be entered New Instrument System ID Job Ma L ertificate Add Instrument Customer Add Job Info Inst Details Lert Address Returned By Despatch Address Accessones Service Details History Description Manufacturer Model Number Ma Serial Number Picture Cust Ref Available Procedure Mo PAT Test Code ES Site Cal Source Date Acquired Department Date Scrapped Location Instrument Cost INSTRUMENT DETAILS Description Enter a description of the instrument The description may be ent
59. er pO OR Enter a Certificate Number pO OR Enter a System ID Find Instrument Tide Enter either a Serial Number or a Certificate Number or a System ID in the associated text box and click Find Instrument Update Instruments Calibrated Serial Number 1 Enter calibration details below then click to save or Cancel to abort changes Certificate Number 09899 Statue With customer Calibration Date 1 4 07 72006 Calibration Pernod 1 Cancel If an instrument is found change the certificate number choose the new status from the drop down list and change the calibration date and period as required ProCal Track User Manual V4 00 Page 59 Procal Track Laboratory Management Software User Manual Edit Laboratory Address Selecting Utilities gt Edit Laboratory Address then enter the details for the laboratory These details will be used when printing certificates and other letters Edit laboratory address Please enter the correct laboratory address in the boxes below then click Laboratory Mame Laboratory Address Edit Certificate of Conformance Text Select Utilities gt Edit Certificate of Conformance Text to change the text printed on a certificate of conformance Edit Certificate Footer Text A certificate will usually be printed using a Crystal Reports template that may be edited to include custom text However if certificates are being p
60. er Number User Customer Contact Name Address Telephone Mobile Fax Account Number and Comments Instrument Status In use Calibration Requested Calibration Overdue Lost In Lab Returned for Repair Calibration Complete etc ProCal Track User Manual V4 00 Page 8 Procal Track Laboratory Management Software User Manual Installation The CD provided includes both ProCal and ProCal Track software support files uncertainty templates procedures and reports An example database is provided to evaluate the software Installing the Programs Put the Transmille Software CD in a drive and allow auto run to start TRANSMILLE PROFESSIONAL 1 CALIBRATION SOFTWARE AL INSTALL WULTI DISCIFLINE CALHIRATION SOFTWARE UPGRADE p TNI TE PROCAL 24 _ E LABORATORY MANAGEMENT SOFTWARE UPGRADE E SALES GEMENT SOFTWRRE m J PROSITE PROCAL ON SITE DATABASE MANAGER VISIT TEARS LiL CON Choose INSTALL under ProCal Track to start the set up process If an older version of ProCal Track exists on the system choose UPGRADE If auto run is disabled the installer must be started manually Locate the ProCal Track directory on the CD in Windows Explorer and run setup exe Install a new copy of ProCal Track M ProCal Calibration Software Upgrade Installation Setup E W
61. ered manually or chosen from the drop down menu Clicking the button to the right will bring up the file containing the pre defined choices Make changes in this file and save updated values will be available when new instruments are created This function is also available through Utilities gt Edit Custom Lists from the main menu ProCal Track User Manual V4 00 Page 19 Procal Track Laboratory Management Software User Manual Description 2 10 50 Curent Clamp Adaptor P Descriptions txt Notepad Manufacturer 2 10450 Current Clamp Adaptor 2 3 Phase Supply E Model Number 5k Insulation Adaptor Microvolt Meter File Edit Format View Help 2 10 50 Current Clamp Adaptor E Ll Serial Humber AC DC Digital Multimeter Auto 3 Phase supply Analogue Multimeter skv Insulation Adaptor Audio Analyser AC Microvolt Meter Breakdown Hipot Tester v AC DC Digital Multimeter Manufacturer Here you can enter the manufacturer of the instrument The description can be typed in or chosen from the drop down menu clicking the button to the right will open the file containing the pre defined choices here you can make changes and add edit delete manufacturers and then save the file updated values will be available when new instruments are created This function is also available through Utilities gt Edit Custom List 2 Manufacturers from the main menu Model Number Enter the model number
62. es Database c ProCal Certiticates Contacts Database ProCal Certificates Contacts mdb Digital Photos c AProCalNInstrument Photas Sales D atabase Ic prosales M Stock Database is POF Scans NE Station L onfiguration ProCal Track Language Setting Goods Inwards Registration Only Station 6 Select a language from the pull down list Dispatch Only Station then restart program Goods lnwards Registration amp Dispatch Station Engish Administrator Station Man Invvoiced Calibrations Crystal Decisions Crystal Reportes Check For Mon Invoiced Calibrations on Startup W Enable Crystal Reports Barcode Scanner Fast Turnaround Surcharge WAT Rate ad Iv Use Barcode Scanner For Dispatch 25 x 15 ae Enforces use of barcode scanner for despatch Station Mame Number Multi Pragram Operation Goods In Despatch Iv Enable Multiple Copies Ianads Ir wards Settings Despatch Print Options Disable Check For Incomplete Information Group Instruments By JOB NUMBER TES s Allows Booking In if Incomplete M SUFFIX if using the same customer iv Print Picking List Set entered data as ID for new Instruments e Print ID Label for NEW Instruments dob Completion Record Despatch Mate Print Job Sheets Label Label Cancel The above image depicts the options available when configuring ProCal Track Data Paths When the ProCal software suite is installed the data paths are au
63. ese tre re ie pe erre rese re re ere re reser ren rus 33 JOD 33 Job Sheet Despatch Address ioi cias ret ieio inre rui S nds gere Cis bises aaa a Mo Uie e 34 Job Sheet Accessories ssssssssssse III e nee memhe ee he ie se eese re remise re ie ie ete rere re re ire re rere rere rus 35 Job Sheet Print Menu II III III nemi nemen mere remiesere re re rese re reserve re iret re 36 Job Sheet Service 36 Job Sheet Service Details 36 Job Sheet Service Details Parts Used esssssssse IR nem 37 SO E 38 Stock Selection By 38 eje aee s i e Ea e i Ld RT 38 Engineer s Report eR 40 OS cates icine 40 BEE EM C 41 Delete Instruments RN 41 il lb c CT T CST AS PN ON SSS NOTTE 42 Customer Address ana oT me A AA A
64. formation on User reports can be found on Page ProCal Track User Manual V4 00 Page 65 Procal Track Laboratory Management Software User Manual Multi Program Operation By default only one copy of ProCal Track may run at a time on a single computer This ensures that problems arising from concurrent editing are minimised To lift this restriction select Enable Multiple Copies This option should only be used on select Workstations to avoid discrepancies and problems Multi Program Operation Enable Multiple Copies Fast Turnaround Surcharge If Fast Turnaround is selected when an instrument is checked in a surcharge will be added to the invoice Enter the percentage increase in the Fast Turnaround Surcharge box Fast Turnaround Surcharge System Password System Password Click Change Password to change the system password which is required to enter this options screen 3ands Inwards Settings Disable Check For Incomplete Information T Group Instruments Bu JOB NUMBER Allows Baokina In if Incomplete SUFFI if using the same customer Set entered data as ID for new Instruments Print iD Label for NEW Instruments Print Job Sheet s Label 0 Goods Inwards Settings Selecting Disable Check For Incomplete Information will allow an instrument to be booked in even if its details the details of the customer and the details of the job to be performed are incomplete If Group Instruments By JOB N
65. he same name as the instrument they illustrate Sales Database C PROSALES Enter the location of the sales database Click the navigate to the location of the database button to bring up a file window and Stock Database Enter the location of the stock database Click the navigate to the location of the database button to bring up a file window and ProCal Track User Manual V4 00 Page 81 Procal Track Laboratory Management Software User Manual PDF Scans C SCANTEMP Enter the location where scanned documents will be stored Click the button to bring up a file window and navigate to the location of the PDF files Status Codes With Customer Requested for cal Overdue Lost Received awaiting cal Received waiting quote Received waiting order Arrived damaged As found calibration done Calibration Incomplete Sent for cal repair external Set for repair internal Cal done awaiting paperwork In despatch Requested Posted Overdue Posted Under Construction Allocated to Customer In Stock Awaiting Parts A Action Required Service Type Codes Calibration Only Repair Only Repair amp Calibration Modification Investigation Calibration no adjustment New Instrument Test Inspection Test Certificate Type Codes Standard Certificate Accredited Certificate Certificate of Conformance Electrical Safety Test Test Report None ProCal Track User Manual V4 00 P
66. ide an existing installation of ProCal the results database will contain details of existing instruments The status codes of these instruments can vary so to ensure correct operation of ProCal Track the status codes should be reset Selecting the menu item Utilities gt Advanced gt Reset Status Codes will after asking for confirmation reset the status code of every instrument to A with customer All new instruments created in ProCal Track will start with status code A Automatic Numbering 5ystem d User Access Permissions Modify Instrument ID number Ctrl M Reset Status Codes Caution Do not use this function on an installation of ProCal Track that has been in production use as information may be lost ProCal Track User Manual V4 00 Page 69 Procal Track Laboratory Management Software User Manual Issued Certificates Report To view all the certificates issued through ProCal Track Select the menu item Reports gt Issued Certificates Report iE Certificate s Issued Report Month Range Y ear amp Certificate From the First OF 1 the Last Day E Start From Year 2009 x Standard X Q Under construction Exclude Status asse To Customer in Sok Date Range From the First Day Of Select the month on which to start the report To the last Day Of Select the month on which to end the report Start From Year Select the year of the report Certificate Typ
67. is available a scan of the customer s order as a PDF file may be linked to a customer order entry in the database First the customer order must be scanned into the temporary scanner files directory default c ScanTemp Then select the menu item Utilities gt Add Scanned Customer Order will take the most recent PDF file in the scanner directory rename it to the order number and copy to the storage directory for scanned orders The customer order can now be viewed from the job sheet Data Paths The below paths are automatically set upon installation of the software Certificates Database C PROCAL CERTIFICATES Enter the path to the certificates database Click the button to bring up a file window and navigate to the location of the database The database file name will be ProResDB mdb and is shared with the ProCal programs This is where all certificate data will be stored the data path should not be changed unless linking paths and files are also updated Contacts Database C PROCAL CERTIFICATES CONTACTS MDB Enter the file name of the contacts database Click the button to bring up a file window and navigate to the location of the database Digital Photos C PROCAL INSTRUMENTPHOTOS Enter the path containing digital photographs of the instruments Click the button to bring up a file window and navigate to the location of this directory The digital photographs directory contains a number of bitmap files with t
68. is storing data on a server the location must be set manually Database Upgrade If the version of ProCal and ProCal Track being installed is newer than the prior version of ProCal the existing database may need to be updated to hold extra information Follow the instructions in the section Installation Update Settings and Database Files to complete the upgrade Reset Status Codes If using ProCal Track with an existing ProCal database where status codes could be in any condition it is necessary to reset the status code of all instruments before first use The menu option Utilities gt Advanced gt Reset Status Codes is used to set all instruments in the database to the same with customer status Step by Step Introduction to ProCal Track This section describes the minimal steps required to run a single example instrument through ProCal Track Create An Instrument Select the menu item File gt Create Instrument Enter Test Instrument Details See Create An Instrument Section for more details Enter Serial Number Test001 Select Cert Address tab to the right of the Inst Details tab currently visible Enter Test company details Enter Job Number as TestJob Close the Job screen Goods Inwards Select the menu item Utilities gt Goods Inwards Enter the serial number Test001 and more input fields will be revealed Select Service Type Select Certificate Type Select Cal Interval Select Turn around Click th
69. isplayed can be modified Click Save to save the changes or click Cancel to abort without saving Delete Jab Delete Certificate Save Changes Editing Traceable Instruments The same process can also be applied for editing the traceable instruments that were used during the calibration process As the image below shows each traceable instrument has its name serial number certificate number the date that instrument was calibrated and the calibration period ProCal Track User Manual V4 00 Page 24 Procal Track Laboratory Management Software User Manual Edit Calibration Information For Instrument Description Signatory 3 Signatory 4 signatory 5 2 Marq Pass 90 Inst Desc 1 3010 Precision Molti Prodoct Calibrator Serial 1 Cert No 1 Cal Date 1 Cal Period 1 Inst Desc 2 3458A Multimeter verial 2 Cert No 2 Cal Date 2 2 Cal Period 2 Inst Desc 3 Edit Inst Desc 1 am Precision Multi Product Calibrator AJ Tip The data displayed can be modified Click amp ave to save the changes or click Cancel to abort without saving Note Once Save is clicked any changed data will be saved and could affect certificates reports and can change information such as despatch addresses therefore it is wise to operate within Advanced Edit with care ProCal Track User Manual V4 00 Page 25 Procal Track Laboratory Management Software User Manual Batch Create Instruments The batch create instruments
70. king on one or more button s exl earc y To view all instruments click start search without selecting a search criteria System ID Manufacturer Description Model Number Select Enter a Description Serial Number Clamp Meter Status Use Customer Name Site Location Certificate Number Job Number Customer Ref OBOBOBOBMOBNOSOSOSQCTO 000 Order Number Manufacturer Model Number Description Customer Name Mitutoyo 50mm 4 Gauge Block gt COLSAN INSTRUM Mitutoyo 7 Omm Gauge Block gt COLSAN INSTRUM gt Tempmaste gt L100 Digital The gt ELECTRIC LI Act GoldIbt Battery Tes gt SPECIALIST INS Hegger 2000 Optical Pow gt LID Budenberg gt Rega Pressure EATON WILLIAHMS gt Fluke 705 Loop Calibr gt KODAK LID Face Temperature gt EDO TECHNO CONCORDE GO NOT GO 5 gt W MARTIN CONCORDE GO NOT GO 5 W MARTIN BMC C BMC Sourc gt BMC BMC 3200 Jenca 7001H Microcomput gt JACOBS M Hc 1 ids Ci H n D H 1 y E tn m uM ii 1 0 iM 02 I Li ca p J ip i c in r i on mM m TE n un x l z5 B x 1 25 n c in BM BM C ix m p n cn M XO to h CO 05 1 H IE e Click Print List to print
71. lect this checkbox if the job requires fast turnaround Sub Contract Details When a calibration job is to be performed by another company details about the sub contract must be entered Service Details Sub Contract Details Do Not Recall m Sent 5555 Order Number Date Dispatched 05 10 2006 Dispatch to Sub Contractor Expected Return Date Date Hecerved Hun Select the sub contractor from the Sent To list Enter an order number and the expected return date and then click Despatch to sub contractor The instrument status will be set to K Sent for cal External Run Report The run report option will not work unless Crystal Reports is installed ProCal Track User Manual V4 00 Page 32 Procal Track Laboratory Management Software User Manual Demo Loan Details If an instrument has been sent out as a demonstration unit or is on loan the subcontract tab will be replaced with the demo loan tab The despatch date and expected return date are filled when the instrument is shipped The date received is filled when the unit has been returned Service Details D emo Loan Details Do Not Recall Date Dispatched 05 10 2006 Expected Retum Date Date Hecerved Job Sheet Cert Address This tab contains the address to be printed on the certificate Select an entry from the Account Number or Company Name drop down boxes to fill with the details of an existing comp
72. librated XXXXXXXXXX Cal Due XXXXXXxXxx COM4 LSE System ID Transmille Calibration Tel 01580 830700 Printer Model f SLP 100 SLP 200 Label Footer f SLP 120 Transmille Calibration Tel 01580 290700 C SLP 220 SLP Pro X Include Barcode on Label Code 281 AJ Use the Print Test Label button to Soe test the label printer settings Company Logo Path Standard Certificates PORT Select the port to which the printer is attached ProCal Track User Manual V4 00 Page 48 PRINTER MODEL Procal Track Laboratory Management Software User Manual Select the specific model of the Seiko Smart Label Printer COMPANY LOGO PATH If the company logo is to be printed on the label enter the name of the graphic file in the Company Logo Path box or click on the button and navigate to the correct file LABEL FOOTER Enter text to be printed at the bottom of each label if required INCLUDE BARCODE ON LABEL Select this checkbox to print a barcode on each label for later use by barcode scanners Set Logo Positions The position of logos on the printed certificate and other documents can be adjusted using the menu items under Utilities gt Set Logo Positions Choose the item that needs to be repositioned ProCal Track Reports User Reports LserLogin Help Goods Inwards Book in Instrument s Ctrl G Process Paperwork Despatch Instruments Add
73. list of ALL instruments Select all instruments required and click Print Full Report for Full instrument printout Re Search to return to search screen ar Close to return to main menu Ready Print Full Report Prints a report containing details of all the instruments in the list ProCal Track User Manual 4 00 Page 72 Procal Track Laboratory Management Software User Manual Print List Prints a report containing all the instruments in the list Day Book The Day Book reports provide a quick way of searching for instruments that have been booked in during the current day or week User Reports User Login Help Reports Generate Recall Letters View Last Generated Recall Letters 06 08 2009 12 44 13 Issued Certificatets Report Inventory Listing amp Reports Dav Book w Monday Calibration Priority List k View Jobs View Overdue Jobs k view Non Invaiced Calibrations d Bv Date Bv Customer Mame Week Day Select a day of the current week to find all instruments booked in on that day By Date Enter a date to find all instruments booked in on that day A range of dates may be specified using wildcards in place of some digits For example 10 2008 any day in October 2008 1 2008 first of each month 2008 25 12 every Christmas By Customer Name Enter the name of a customer to search for Wildcards may be used e g Trans matches Transmille TransCal etc ProCal Track User
74. manufacturer model number description fields Serial Number s Select Manual to be asked for each individual serial number as the instruments are created Select Automatic to let the system determine serial numbers Batch Number If entered the batch number will be appended to each serial number ProCal Track User Manual V4 00 Page 26 Procal Track Laboratory Management Software User Manual Print label s Select the check box to print a label for each new instrument Company Name Address Order Number Enter the details of the company their address and the order number for the instruments No Number of Instruments Enter the number of instruments to create in this batch Turn Around Enter the turn around time for the calibration Cal Int Calibration Interval Enter the interval between calibrations for the instruments Status State Enter the initial status of the instruments A list of these statuses can be found in the appendix Service Type Certificate Type Select the work to be done on the instruments The certificate and service type codes can be found in the appendix Job Sheet s Label Choose whether a Job label or Job Sheet should be printed there is also the option to print both from here the number of items to print can be chosen 0 3 ProCal Track User Manual V4 00 Page 27 Procal Track Laboratory Management Software User Manual Searching for Instruments The same search inte
75. ment Description i 4 Cert Complete Quality Edit Cal AU Tip The data displayed can be modified Click Save to save the changes or click Cancel to abort without saving Delete Job Delete Certificate All the details of an instrument can be changed in this menu so care should be taken that important data is not lost this function can be set to Administrator Access only The list of enterable data is long this list contains the information for every part of the instruments procession through Booking In Calibration and its Despatch details Certificate Number If an instrument has been subcontracted out to an external company then upon its return the certificate will need to be linked to the instruments details go into the Advanced Edit of that instrument highlight Cert No by clicking it and then type the certificate number into the text box below once the information has been entered click Save Changes and then Yes For a sub contracted instrument it is advisable to also scan and link the certificate to the instrument ProCal Track User Manual V4 00 Page 84 Procal Track Laboratory Management Software User Edit Calibration Information For Instrument T1 756 Description IInst ID Cert No Cust Ref Cal Date Rec Date Proc no Cal By Version Temp Humidity IMVolt MFreq Cal Int complere Quality Manual Edit Cert zT AJ Tip The displayed can be modified Click Sa
76. n completed during the book in process and may be edited here The Calibration Date will be filled in when the instrument is calibrated The Despatch Date will be filled when the instrument has been despatched Link PDF Order If the job has a scanned customer order linked clicking the Adobe Acrobat logo will show the PDF file of the customer order If the job has no linked scan there will be a button in this location First scan the customer order then click the Link PDF Order button to link the new scan to this order It is advisable to scan and save customers orders during the booking in process to allow for efficient tracking if an issue arises View Docs Each instrument has a directory containing documents relating to that instrument Click View Docs to open this location in Windows Explorer Status Instruments have their status automatically updated as they progress through ProCal Track If the status of an instrument needs to be changed select the new status from the drop down list The list of different statuses and their definitions can be found on page 17 Use If the instrument has a special use one of six can be selected from the drop down list A full list is given below A Demo Loan B Hire C Sale or Return D Laboratory Standard E Beyond Economical Repair F Quarantined Booked in By This is set to the user who performed the original goods in book in It may be set to another name if required Servi
77. nal Sent For Repair Internal Cal Done Awaiting Paperwork In Dispatch Under Construction Allocated to Customer In Stock Awaiting Parts Enter the name of a customer to search for Wildcards may be used to select multiple customers e g Trans matches Transmille TransCal etc The job list will contain only jobs for that customer All Jobs Select All Jobs and the jobs list will contain all active jobs Status Codes Select a status and the jobs list will contain all jobs with that status The statuses that can be chosen are Received Awaiting Cal Received Awaiting Quote Received Awaiting Info Order Arrived Damaged Before Cal Done Awaiting Adjustment Calibration Incomplete Sent for Cal Repair External Sent for Repair Internal Cal Done Awaiting Paperwork In Despatch Under Construction Allocated to Customer In Stock Page 76 Procal Track Laboratory Management Software User Manual Awaiting Parts Print List Click Print List to print a report containing details of the listed jobs Show Graph Click Show Graph to see a graphical representation of the distribution of status codes amongst the jobs in the list Analysis of ALL current jobs C Line graph Area graph To view a list of overdue jobs select the menu item Reports gt View Overdue Jobs votes User Reports User Login Help Generate Recall Letters View Last Generated Recall Letters 06 08 20
78. ne repair and up to three other services may be entered Enter the quantity and cost of each service to calculate the total cost If the stock system is active click on the green to choose a service or part from stock and enter the description and the price automatically See the description of the stock selection in the next section If the stock system is not active a list of pre defined items may be chosen from the drop down list Click Edit Parts List to change the list of items ProCal Track User Manual 4 00 Page 36 Procal Track Laboratory Management Software User Manual Virtual Job Sheet System ID 11A863 71J6 Job 21863 Certiticate Add Instrument Tranzmille 29014 Customer Add Job Infa Details Cert Address Returned By Despatch Address Accessories Service Details History Services Parts Used Engineers Fieport Job Comments Quote Total Parts Service Description Oty Cost Each 000 Calibration Standard Calibration N j 60 Repair Cost Repair FPO OO Calibration Cost 60 00 Repair Time Cal Test Time 00 01 51 Engineer Smith E dit Parts List Job Sheet Service Details Parts Used This tab allows the parts used during servicing of the instrument to be edited Enter a description quantity and cost for each part to calculate the total cost Jab Infa Inst Details Lert Address Returned By Despatch Address Acces
79. nstrument they illustrate SALES DATABASE Enter the location of the sales database Click the button to bring up a file window and navigate to the location of the database STOCK DATABASE Enter the location of the stock database Click the button to bring up a file window and navigate to the location of the database PDF SCANS Enter the location where scanned documents will be stored Click the button to bring up a file window and navigate to the location of the PDF files Data Paths need to be set to allow ProCal and ProCal Track to communicate If the user has both programs installed then ProCal Track will read the data from ProCal when writing reports or compiling certificates therefore the paths need to look to the same file or directory to ensure that reports and certificates can be compiled Station Configuration Each workstation may be configured for a particular role limiting the operations that can be performed using that computer ProCal Track User Manual V4 00 Page 64 Procal Track Laboratory Management Software User Manual Station Configuration Registration Station Dispatch Only Station Goods lnwards Registration amp Dispatch Station Administrator Station Select whether the workstation will be restricted to goods inwards only despatch only or both An administrator station has no restrictions and can perform all tasks Non Invoiced Calibrations
80. o the correct address Instrument Details Complete the required instrument details If the instrument has not been calibrated previously then these details will need to be entered manually Service Type Select the type of work to be performed on the instrument Choose from the list below A Calibration Only B Repair Only C Repair amp Calibration D Modification E Investigation F Calibration No Adj G New Instrument Test H Inspection Test Cert Type Certificate Type Select the type of certificate to be issued There are five types of certificates available Standard certificate Categorises a Traceable or Commercial certificate Accredited Certificate For accredited laboratories C of C Certificate A Certificate of Conformance or CertCon Electrical Safety Test For procedures which are concerned only with testing electrical safety e g Portable Appliance Test results Test Report Certificate A test report typically for new instrument testing on product lines or in ATE automatic test equipment systems where sub assembly testing is performed Job No Order No The Job number will be chosen automatically by the system The Order Number can either be entered manually if the customer provides one or an auto number can be chosen by the system Cal Interval Calibration Interval Input the length of time there should be between calibrations This number is used to determine when instruments become d
81. ob Cerhflcate Add Custamer Add Procal Track Laboratory Management Software User Manual Jab Info Inst Details Cert Address Returned By Despatch Address Accessories Service Details History Job Number Vi Date Received Order Humber Print Job Sheet Invoice Number Print Packing ID Sheet Despatch Date Print Job Label Calibration Date Print ID Label Calibration Dua Print Accessories Labels ipsis Nic Print Mains Safety Label Mo Print Job Completion Form Status Print Service Log Prin Certificate amp Label Lise Booked m Print Despatch Note Print Serial Humber Label Service Details Sub Contract Details Despatch Note rpt Engineering Report rpt Despatch Note oan rpt Calibration Failure Reporti Calibration Fault Report 150 rpt Calibrations Van Deliveries 2005 rpt Calibrations By Courier 2005 rpt Sub Contract Dispatch Mate rpt Instrument Fault Report rpt Modification Calibration Estimate rpt Modificaton Estimate rpt Invesbqabon Report rpt Calibration Fault Report rpt Calibration Fault Report Returned By Address rpt Renair Estimate Returned By Address rpt Repair Esbmate rpt Certificates Advanced Certificates Warranty Mains Import Instrument Images Images of instruments can be added to the database to aid identificati
82. on For Instrument Description Signatory 3 Signatory 4 signatory 5 Z Marg Fass 90 Inst Desc 1 3010 Precision Multi Product Calibrator Serial 1 Cert No 1 Cal Date 1 Cal Period 1 Inst Desc 2 3458A Multimeter verial 2 Cert No 2 Cal Date 2 20 11 08 3 2 Cal Period 2 Inst Desc 3 Edit Inst Desc 1 am Precision Multi Product Calibrator LJ Tip The data displayed can be modified Click Save ta save the changes or click Cancel to abort without saving Delete Job Delete Certificate Save Changes Note Once Save is clicked any changed data will be saved and could affect certificates reports and can change information such as despatch addresses therefore it is wise to operate within Advanced Edit with care Note Only a user with administrator access will have the Advanced Edit function available to them on a Virtual Job Sheet both the engineer and the operator are unable to access this menu Editing Drop Down Each drop down menu will have a button next to it with three dots once clicked this button will open up a text file in Notepad once the changes have been made save and close the text file For the changes to appear in the drop down menu the screen that is being worked from must be reset Note The program will not need to be reset only the current screen or menu will need to be closed and reopened ProCal Track User Manual V4 00 Page 87 P
83. on during the Booking in process Software capable of taking images will be needed as well as a web cam or a camera The option of a web cam is more advisable as it will be linked to the computer and can automatically transfer the photos to the chosen imaging software where it can be saved onto the system Note A system of naming should be chosen such as identifying the images via the instruments model numbers This is very important as it will ensure that multiple copies of images don t overload the database Note Transmille uses Paint Shop Pro 6 to take and save images of instruments Users will need a web cam and a piece of software that will allow the taking of and saving of images ProCal Track User Manual V4 00 Page 80 Procal Track Laboratory Management Software User Manual Appendix Scanning Documents Once the ProCal software suite is installed certain paths such as the location of scanned images will be automatically set to the local drive in this case it should be and will have the path name C ScanTemp Once the scanner has been linked to ProCal via the program options for the scanner all scanned images will be stored in a temporary file to link these files to a customer or instrument simply click link to order during the booking in process or via Utilities gt Add Scanned Customer Order in ProCal Track More information can be found below or on Page 42 Add Scanned Customer Order If a document scanner
84. pdate Company this will instantaneously update the system These new details can be edited or deleted at any time Edit Contact Database Account Number F3 Contact Pn Department Head Delete Company Company Southern Bricks Address 1 Lane Brickton BB1 3BB Telephone 01234 567890 Brickton Works Fax 1234 565 831 Dept email atabricks cam Location Test Lab VAT Rate 17 5 Discount 10 Carrier Cost Add new company Enter the details first then click Add Update Company Delete a company Select using the drop down lists then click Delete Company Edit company Select the company using the drap down lists edit then click Update Company ProCal Track User Manual V4 00 Page 50 Procal Track Laboratory Management Software User Manual Amend existing details To find an existing Customer simply select their Account Number or Company Name from the drop down lists available Edit Contact Database Account Number m Contact Name Department Head Add Update Company Delete Company Company M ame Address ELECTRONICS 4TEC AIR CONDITIONING ZURA LTD B L Electrical B 5 Electrical B amp DELELTRICAL SERVICES B amp DINSTRUMENT REPAIRS Telephone B amp D PATTERNS LTD Dept email Location VAT Hate fe Discount Es Carer
85. rface is used to search for both instruments and job sheets View Edit Instruments Selecting View Edit Instruments from the main menu will bring up the instrument search screen View Edit Instrument E E Tip Select criteria to search by clicking on one more button s Search By y To view all instruments click start search without selecting a search criteria System ID Manufacturer Description Model Humber Serial Number Status use Customer Hame Location Certificate Number Job Humber Customer Ref OMOBNOMNOEOSOSOSOSOCO 0 0 To specify the search criteria click a button in the left column to select the field to search for This will reveal an entry box where the search details may be entered or selected from a drop down list Click on a search category button a second time to remove that criterion from the search Order Humber View Edit An Instrument E 9 S ch B Tip Select criteria to search by clicking on one or more button s 2 caren To view instruments click start search without selecting a search criteria System ID Manufacturer Description Model Humber Serial Humber Status Enter a Manufacturer Select Enter a Description Clamp amp daptar Us i Customer Name Site Location Certificate Number Job Number Customer Ref 9 9 0 0 0 0 Order Humber
86. rinted using ProCal Track s internal report a custom footer can be added using the menu item Utilities gt Edit Certificate Footer Automatic Numbering System ProCal Track can maintain a number of different automatic sequence numbers These are automatically generated when an item requires a new identifying number To use automatic sequence numbers select Utilities gt Automatic Numbering System gt Use Auto Sequence ID Confirm that the menu item is checked as in the screen below ProCal Track User Manual V4 00 Page 60 Procal Track Laboratory Management Software User Manual Edit Quote Template Edit Contact Database Edit Custom Lists Automatic Numbering System ow Use Suto Sequence ID Advanced Edit Job Mumber Edit Auto ID Number Edit Serial Number Edit Auto Invoice Number Edit Auto Transaction Number Edit Auto Lead Number Edit Job Number The last job number is displayed in the message box Enter a new job number this may contain letters and numbers but must end in a number up to a limit of ten characters or digits The next time a new job is created this value will be increased by one and used as the job number ProCal Irack Auto Job Mumber The last Job Number used i shown below Edit number up ta 10 characters and click or click PM Cancel to abort Edit Auto ID number The last instrument ID number is displayed in the message box Enter a new ID number this may contain le
87. rmed during the update Deselect the checkboxes for steps that do not need to be performed If upgrading an installation of several workstations shared data need only be updated once On the first workstation perform a complete update process Advanced Setup Certificates amp Shared Data Update ProCal Procedures ProCal Track Program settings amp local data Check Update Database Structures ProCal Calibrations T able i ProCal Additional Data Table i ProCal Initialization Database PraCal Standard Uncertainties Database i Contacts Database ProCal Track User Manual V4 00 Page 11 Procal Track Laboratory Management Software User Manual On subsequent workstations only the local data needs to be updated Select Step 1 Step 4 and Step 5 ProCal Initialisation Database This avoids duplicated updates of shared data and saves time v Advanced Setup FraCal Program Settings amp Local Data ProCal Certificates amp Shared Data Update Procedures ProCal Track Pregram settings amp local data Check Update Database Structures ProCal Calibrations Table ProCal Additional Data Table Iv ProCal Initialization Database ProCal Standard Uncertainties Database After clicking Update the Database Converter will upgrade old databases to use the new format This may take some time if a large library of procedures is present This utility will update all datab
88. rocal Track Laboratory Management Software User Manual Contact Us If you have any queries or problems feel free to contact us by one of these routes Telephone 44 0 1580 890700 Fax 44 0 1580 890711 Email sales transmille com All of these details and more can be found at our website www transmille com ProCal Track User Manual V4 00 Page 88
89. rogram Setup cannot install system Files or update shared Files if they are in use Before proceeding we recommend that you close any applications vou be running Exit Setup ProCal Track User Manual V4 00 Page 10 Procal Track Laboratory Management Software User Manual Update Settings and Database Files If upgrading between major releases of ProCal Track the settings databases and the procedures will need to be updated to accommodate the improved features and capabilities of the latest version whilst preserving existing data The Database Updater should be loaded by clicking Start gt Programmes gt Transmille Software gt Database Updater Choose the version number appropriate for your installation e g Version 3 to Version 4 Transmille ProCal CALIBRATIONS ADDITIONAL DATA Table s E X This utility will update the following ProCal CALIBRATIONS ADDITIONAL DATA T able s Check the installation paths below are correct Ensure no Transmille programs are running then click Update to proceed Database Paths FraCal ICAProCal Browse ProCal Track Root ICAProCa Track Browse Progress Beady Cancel ProCal Root and ProCal Track Root must be set to the location of ProCal and ProCal Track on the machine The default value will be correct for most installations By default all update operations will be performed Click on Advanced to select which operations are perfo
90. rties et El ble waranty Mains Safety Turn araund Days Cal Interval weeks Customer Comments gt Booka mmm ProCal Track User Manual V4 00 Page 21 Procal Track Laboratory Management Software User Manual Once this menu appears click on Advanced Edit to change more intricate details about the instrument such as the signatory for the certificate or the traceable instruments used during its calibration Calibration Information For Instrument Description Cert Complete Quality Edit Lal 1 Tip The data displayed can be modified Click Save ta save the changes click Cancel to abort without saving ad ng Delete Job Delete Certificate All the details of an instrument can be changed in this menu so care should be taken that important data is not lost this function can be set to Administrator Access only The list of enterable data is long this list contains the information for every part of the instruments procession through Booking In Calibration and its Despatch details Certificate Number If an instrument has been subcontracted out to an external company then upon its return the certificate will need to be linked to the instruments details go into the Advanced Edit of that instrument highlight Cert No by clicking it and then type the certificate number into
91. rument then it can be reprinted by finding the instrument using the View Edit Instrument function the job label can then be printed by selecting print Menu and clicking Job Label this same method can also be used when printing an ID Label click Print ID Label instead of Job Label Virtual Job Sheet System ID 1A6 70745 Job Ma ertificate Add Instrument Customer Add Job Into Inst Details Address Returned By Despatch Address Accessories Service Details History Jab Number Link Service Details Tee eer Details Do Not Recall Date Received Ord del Service Type Order Mumber TE VETT Invoice Number Print Job Sheet Despatch Date Print Packing ID Sheet Calibration Date Print Job Label Calibration Due Print ID Label El Certificate Ma Print Accessories Labels Warranty Mains Safety Fast T A Print Mains Safety Label j Status d Das Cal Interval Weeks Print Job Completion Farm Use Print Service Log NNN Em eh pem Print Certificate amp Label in Print Serial Number Label TIU Reports Print Mere Advanced Edit Job Sheet Service Details The Service Details tab contains a number of sub tabs with details of the services performed on the instrument during the job Job Sheet Service Details Services This tab allows the services performed on the instrument to be entered One calibration o
92. rument Status from the main menu will show the Update Instrument Status screen Update Instrument Status JL Instrument Update Update an instrument status enter a Serial Number Previous Certificate Number or System ID Enter a Serial Number P OR Enter a Certificate Number OR Enter a ID Find Instrument 151431 Enter either a Serial Number or a Certificate Number or a System ID in the associated text box and click Find Instrument Update Instrument Status Enter a new status below then click to save Cancel to abort change Status New Hecerved Date With customer Hequested Overdue Lost Hecerved awaiting cal Dep Hecaerved awaiting quate Received awaiting infa order If an instrument is found choose the new status from the drop down list ProCal Track User Manual V4 00 Page 53 Procal Track Laboratory Management Software User Manual Generate Recall Letters When an instrument is about to become due for recalibration ProCal Track can generate a letter to inform the customer To generate the data for the recall letters click Reports gt Generate Recall Letters this will bring up a sub menu which asks for the number of weeks notice required for the letters to be generated before the instrument is due for calibration Generate Recall Letters 3 Weeks Notice STEP 1 Check For Due Oyverdue Instruments ST
93. s from the moment the instrument is booked in to the point of despatch this can greatly reduce the time wasted looking for paper work and enables the current status of the laboratory s work load or an individual job s condition to be viewed almost instantaneously on a PC s screen negating the need for a paper based system Integration with ProCal If ProCal is used to perform calibrations the status of instruments as they are tested will be automatically available in ProCal Track The two programs together provide an efficient workflow for a calibration laboratory Also if the software is made accessible to the network then information can be accessed from any computer terminal within the company laboratory Structured approach to job control reduces the chance of mistakes and helps with quality approvals A Searchable database with a wide range of reports provides access to job histories allows searches for specific groups such as calibration recall letters and certificates etc Microsoft Access database formats are used by the software ensuring compatibility and secure storage of information Networked information can be readily available anywhere from the office to the calibration laboratory Recall Letters and over due calibration notices can be viewed as a list with comments or printed out for direct posting in windowed envelopes Crystal Reports is a piece of software that is used to edit the report and certificate templates used
94. screen allows the rapid creation of a number of identical instruments and can be accessed by clicking File gt Batch Create Instruments Ej Batch Create NEW Instrument s AJ use this screen enter all Model Number Information I anufacturer select Automatic Start From Degcription Number number required ar Manual Serial Number s as Serial Number s Manual required Manual will prompt for each serial number LIEU Automatic To print serial number labels select the Print Labels Checkbox Batch Number Company Click Create Instrument s to Address proceed ar Cancel ta abort Current Label Image Model Ho xxxxxxx Ma 1 bd Serial Ho Status iN yat change the footer image so change the file SerHaLoga bmp in tha ProCal Track Folder Click on Batch Create Instruments if manual serial numbers is selected a prompt to enter each number will appear if print labels is selected a label will be printed for each new item Model Number Manufacturer Description Enter the instrument details manually or choose from the drop down list Edit It is possible to create a series of serial numbers for certain instrument types Files stored in the ProSales Serial Numbers directory maintain the next available serial number for specific instruments Click edit to access this file for the instrument currently described by the
95. se Number Ready Entering an Invoice Number Select a job for which an invoice has been prepared Enter the invoice number in the Invoice Number field That job will now be marked as having been invoiced and will no longer appear as a non invoiced calibration All Non Invoiced Calibrations For a Specific Customer Selecting this menu item will prompt for a customer name and then show all completed calibrations belonging to that customer that do not have an invoice number associated with it ProCal Track User Manual V4 00 Page 57 View Edit Mon Invoiced Calibrations 19577 Matches System ID ICHBS671C ICHB672C 1716914588 ISO0S9146B8 I8057590D4 D1K237748 B34087 50 1 449194 52398234B P27052562 F89840208 2 6201339 F87340041 100019108 100000 1 IOHeS47CS5 100159121 23 Use this screen to fill in invoice numbers clicking on an instrument in the list then typing the invoice number in the box provided the invoice number i entered an instrument will not appear in this list the TIME this function is run Close Ready Customer Mame ACUTE SALES T A ACUI gt ACUTE SALES T A ACUI gt MYNG CHUANG ENTERPRI gt MEGGEBR 110 J GARRETT ELECTRIC gt EDO MBM TECHNOLOGY L gt IYCO ELECTRONICS UR gt IYCO ELECTRONICS UK gt IYCO ELECTRONICS UK gt IYCO ELECTRONICS UK gt ACCEL POWER SUPPLIES gt ACCEL POWER SUPPLIES ACCEL POWER SUPPLIES gt IHE
96. sories Semice Details History Services Farts Used Engineers Fepott Job Comments uote Total Parts Cost Part Description Qty Cost Each 1203 Part 1 33 Battery Tubes Em fi ruo Cost Part 2 Battery AA 1 5 Alkaline ES E FO 74 ro 000 Part 3 Capacitor 120pF silvered mic E fi Calibration Cost Part 4 FET VNTOLF SOT 23 mm 018 E 50 00 Repair Time Pat5 Em Part 6 ajel l Part 7 Em l Part 8 Em l Patio ele l Cal Test Time OOO 31 Engineer Smith Edit Parts List ProCal Track User Manual V4 00 Page 37 Procal Track Laboratory Management Software User Manual Stock Selection If the stock system is active the Service Description and Parts Used tabs will have a green to add a service or part from the stock database and a red to remove the currently entered item Clicking will display the stock database product selection screen as below Stock Selection By Type E 4 Select a Product Service Cast Acered Cost Std Battery 3 0V lithiu Batteries B Battery PPS 9 Zinc Battery alleries 0 97 E074 Battery PPS 3V Alkaline Battery E2 22 Battery C size Alkaline 1 80 Battery alkaline 0 82 Battery 2016 23 Battery pack 10x44 for 2003 Batteries 40 80 Battery ni cad 600mA4h Batteries battery holder for 1088 Batteries
97. t as booked in and add the job to the nstruments Booked In This Session list A new instrument may now be booked in Selecting the Recall Last Customer checkbox will use the same customer details for the next instrument to be booked in Similarly Recall Last Inst Details repeats the same instrument details and Recall Last Job Info uses the same Job Information ProCal Track User Manual V4 00 Page 44 Procal Track Laboratory Management Software User Manual Instrument Despatch This section describes the procedure for despatching completed instruments and orders Selecting Utilities gt Despatch will display the Instrument Despatch Confirmation screen F DESPATCH ITEMS Find Order to Despatch SCAN JOB PICKING LABEL 23 07 2008 17 06 18 Enter or Scan Job Number Enter the job number of the item to be despatched into the text box or scan the item s barcode The full despatch screen will then be shown DESPATCH Items Find Order to Despatch Despatch Address Invoice Address UTW11 SCAN JOB PICKING LABEL Steve Rata 0 U K ACCREDITATION SERVICE QUEENS ROAD TEDDINGTON MIDDLESEX DESPATCH Qty Description Category 1 Transmille 2080 Electrical Test Box S N 108079F6 New Instrument Test 1 Transmille 2080 Electrical Test Box S N 108080Fe Job No New Instrument Test Carrier Information Carrier AMTRAK Address 93 Labels Cost 6 50 lo gt Cancel Despatch Items 29 07 2008
98. tion when booking in instruments see appendix Goods Inwards Once the details of an instrument are present on the system a job entry may be created Select an instrument and enter the details of the type of work to be carried out see Goods Inwards Section and any extra information such as included accessories Once booked in the instrument is marked as received and is recorded on the system on the Priority List which tracks how long each instrument has been in the laboratory and the number of days until the calibration or repairs need to be completed Quotations Customers may require a quotation to be sent before approving work on an instrument this is specified during goods inwards processing If an instrument is in the Awaiting Quote state no work can be performed until confirmation has been received from the customer Calibration Received instruments will be marked as Awaiting Calibration when ready to be worked on At this point the instrument can be accessed in ProCal and a calibration run started Depending on the results of the calibration the instrument may follow one of several paths through the system The most straightforward is a successful calibration which will result in the instrument marked as Calibration Done Further Calibration Outcomes are discussed later in this section Paperwork Process Instruments Once an instrument has been calibrated a number of documents will need to be printed before the instrument
99. tomatically set to the local drive usually the C Drive If the software is installed onto a server and not onto a singular workstation then the paths will need to be manually directed to a single directory to ensure that data is up to date across the network ProCal Track User Manual V4 00 Page 63 Procal Track Laboratory Management Software User Manual Data Paths Certificates Database L ontacts D atabase IcProCaMCerificalesNContactsmdb Digital Photos eNPrCaMnsrumentPhotos Sales Database Icposales El Stack Database POF Scans CERTIFICATES DATABASE Enter the path to the certificates database Click the button to bring up a file window and navigate to the location of the database The database file name will be ProResDB mdb and is shared with the ProCal programs This is where all certificate data will be stored the data path should not be changed unless linking paths and files are also updated x CONTACTS DATABASE Enter the file name of the contacts database Click the button to bring up a file window and navigate to the location of the database DIGITAL PHOTOS Enter the path containing digital photographs of the instruments Click the button to bring up a file window and navigate to the location of this directory The digital photographs directory contains a number of bitmap files with the same name as the i
100. tters and numbers but must end in a number up to a limit of 20 characters or digits The next time a new instrument is created this value will be increased by one and used as the instrument ID number ProCal Irack Auto ID Number The last 4uto ID Number used is shown below Edit number up ta 20 characters and click or click Cel Cancel ta abort Edit Auto Serial Number The last serial number is displayed in the message box Enter a serial number this may contain letters and numbers but must end in a number up to a limit of ten characters or digits The next ProCal Track User Manual V4 00 Page 61 Procal Track Laboratory Management Software User Manual time a serial number is created this value will be increased by one and used as the serial number ProCal Track Auto Serial Number The last Serial Number used is shown below Edit number up ta 10 characters and click ar click Fev Cancel to abort Edit Auto Invoice Number The last invoice number is displayed in the message box Enter an invoice number this may contain letters and numbers but must end in a number up to a limit of ten characters or digits The next time an invoice is created this value will be increased by one and used as the invoice number ProCal Track Auto Invoice Number The last Invoice Number used is shown below Edit number up ta 10 characters and click OK or click Cancel to abort Cancel Edit Auto Trans
101. ue for calibration Turn Around Input the expected duration of the calibration process ProCal Track User Manual V4 00 Page 43 Procal Track Laboratory Management Software User Manual Fast Turn Around Select fast turn around if an instrument needs to be processed more rapidly than normal Mains Safety Select this checkbox if the job requires mains safety testing If selected the instrument will be tested with a PAT and an electrical safety label printed Under Warranty Select if the instrument is under warranty Damaged Select if the instrument has been damaged before being checked in for calibration Quote Req d Quote Required Select if the customer requires a quote before work commences Link to Scanned Customer Order If a document scanner is available a scan of the customer s order as a PDF file may be linked to the customer order entry in the database First the customer order must be scanned into the temporary scanner files directory default c ScanTemp Clicking Link to Scanned Customer Order will take the most recent PDF file in the scanner directory rename it to the order number and copy to the storage directory for scanned orders The customer order can now be viewed from the job sheet If this process is not carried out during the Booking In process then an alternative method is explained in the Appendix Book In When the information is complete click the green Book In button This will mark the instrumen
102. ve to save the changes or click Cancel to abort without saving Delete Job Delete Eais Editing Signatories To edit the signatory of a certificate the same method is followed as for entering a Certificate Number search and open the Job Sheet of the required instrument open The Advanced Edit menu and scroll down highlight the line data that needs to be entered and type the information into the text box ProCal Track User Manual V4 00 Page 85 Procal Track Laboratory Management Software User Manual Edit Calibration Information For Instrument T1 756 Description Leb Add 4 Lab Add 5 Signatory 1 Signatory 2 Signatory 3 Signatory 4 signatory 5 Marg Pass Inst Desc 1 Serial 1 Cert No 1 Cal Date 1 Cal Period 1 Inst Desc 2 verial 2 J Bailey Edit Signatory 1 4 Bailey AJ Tip The data displayed can be modified Click Save to save the changes or click Cancel to abort without saving Delete Jab Delete Certificate Save Changes Editing Traceable Instruments The same process can also be applied for editing the traceable instruments that were used during the calibration process As the image below shows each traceable instrument has its name serial number certificate number the date that instrument was calibrated and the calibration period ProCal Track User Manual V4 00 Page 86 Procal Track Laboratory Management Software User Manual Edit Calibration Informati
103. verdue Jobs rpt View All Overdue Sub Contracted Instruments rpt Can be accessed from the User Reports menu within ProCal Track Wr C ProCal Track Reports General File Edit View Favorites Tools Help Bak ey Search Wey Folders Address E C ProCal Track Reports General Folders x Reverse Traceability rpt F view All Overdue Jobs rpt 3 Reports View All Overdue Sub Contracted Instruments rpt Certificates Crystal Reports The Crystal Reports software can be used to produce templates for Fault Reports Despatch Notes and Certificates etc This software can be used to create specific or unique templates this can be done from scratch or by using the in built wizard The Crystal Report Templates are automatically used when by ProCal Track when compiling reports and certificates if the user accesses a virtual job sheet these reports can be accessed via the Print Menu gt Reports a specific report is then accessed via one of four options Instrument Repair Estimates Sub Contract despatch etc Procedures Calibration Worksheet Performance Verification etc Certificates ACCREDITED Certificates Dimensional ACCREDITED Advanced Certificates Test Report Standard Certificate etc Within each of these four options are multiple choices for the type of certificate and report that can be printed for an instrument ProCal Track User Manual V4 00 Page 79 Virtual Job Sheet System ID J
104. x lt C O im LABORATORY MANAGEMENT SOFTWARE USER GUIDE Procal Track Laboratory Management Software User Manual Table of Contents emer 7 EMMERICH 7 giiegrarzii o gelo 1 0 MINIME 8 INSTALLA FION c 9 ANAS CARR ao CNS Prog AMIS e a a 9 Install a new copy of ProCal Track cccccccccccsessececeeseecceeeeecsaaseesceuseeeeseaeeecsaseesssaeeessageeeecsegseessageeessgeeessaaes 9 Upgrade an existing copy of nennen snas 10 Update Settings and Database Files 11 niaaa E e a A 12 JBT OY sc sce E A 13 30 Day Evaluation Period 13 UPGRADE INFORMATION FOR USERS OF PROCAL eere nennen nnn 13 26 56 0 14 Oo 14 STEP BY STEP INTRODUCTION PROCAL 14 Create Arn URS CE NSU Ga ec arnt caters ies estan

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