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Track`Em User`s Manual

1. value of TRUE a due date is assigned to that asset based upon the check out date the check out period the Holiday table values the weekend setting and the grace day setting The weekend setting and grace day setting are specified on the DUE DATE CALCULATION SETUP form Track Em will look for a CHECK OUT PERIOD value in the following order ASSET RECORD CATEGORY RECORD SETUP TABLE system default check out period value and use the Ist value found Check Out Menu THIS IS MY COMPANY Track Em Version 3 18 Copyright by RVB Systems Group All Rights Reserved _ Check In Check Out Form _ Overdue Reports Currently Checked Out Reports _ Due Date Days Out Setup Last Time Checked Out Times Checked Out Reports _ Add Edit Holidays _ Checked In Overdue Reports Days Out Cost Current Status Reports _ Days Out Cost History Main Menu Reports Figure 50a A specific form Figure 50b is provided for Check In Check Out functions but any of the Asset movements forms may be used to check in out assets 41 Track Em User s Manual RVB Systems Group Track Em Check In Check Out Asset Barcode v Note The values inside this box cannot be changed from this screen Check Out Period Days Due Date Last Checked Out Times Checked Out Asset is CHECKED Asset Location v Barcode Asset Status Optional Entry Select Category Select Locat
2. Figure 80 If the description for a barcode is changed on the PC it must be resent to the portable scanner The standard portable scanner provided with Track Em has 512k on board memory of which approximately 176k is available for data storage The download files each consist of two columns as shown in Table 18 Portable scanners with additional memory 2 5 MB or 4 5 MB are available from RVB Systems Group Data to Scanner acom Batch Command exit comport 1 ptaddr A batch C TrackEm3Files p_desc_ht trk COM Port COM1 Portable address Select Data to Send E Product Descriptions and Last Known Quantity E Asset Descriptions and Last Known Location Location Descriptions Status Descriptions User ID Numbers Min Max Values Echo DOWNLOAD PRODUCT DESCRIPTIONS ile size 254 Overwrite the existing file Downloaded bytes 100 254 total time 0 speed 1 380 bytes secon d Batch scheduled End batch done Click to Download Data __ to Portable Scanner Figure 81a Figure 81 76 Track Em User s Manual RVB Systems Group Ad Information successfully downloaded to the scanner DATA LOOKUP MENU 1 ITEM LOOKUP 2 ASS5SET LOOKUP 3 LOCATION LOOKUP 4 S5TATUS LOOKUP Enter choice Figure 82a ENTER OR SCAN ITEM ITEM NOT FOUND i1 SPROCKET 3 PRESS ANY KEY TO TRY LAST KNOWN TOTAL QTY ANOTHER ITEM 50 LOCATION CODE
3. 100 HAS QTY 25 E Figure 82b meee re gog a E E E E E E E E S E E E E E E E E S E E E E S E S E a e a e m e e m e e Figure 82b illustrates the last know data for item 1 Figure 82c illustrates the scanner display when a scanned item asset location or status is not stored on the scanner Product barcode 1 to 20 characters Product description 1 to 20 characters Last known total quantity Last known location code with greatest quantity 1 to 20 characters Quantity of last known location code with greatest quantity Asset Lookup File C TrackEm3Files ALOOKUP TXT 1 Asset barcode 1 to 20 characters 2 Asset description 1 to 20 characters 3 Location code 1 to 20 characters 4 Location description 1 to 20 characters Location Lookup File C TrackEm3Files LLOOKUP TXT Track Em User s Manual RVB Systems Group 1 Location code 1 to 20 characters 2 Location description 1 to 20 characters 1 Status code 1 to 20 characters 2 Status description 1 to 20 characters Asset s location barcode minimum number of characters Asset s location barcode maximum number of characters Asset s barcode minimum number of characters Asset s barcode maximum number of characters Product s From Location barcode minimum number of characters Product s From Location barcode maximum number of characters Product s To Location barcode minimum number of charac
4. Component __ Kit Component Report Relationships Assets Kit Component Datasheet Main Menu Figure 49a The components of a kit must also be assigned part numbers according to the following rules Kit s parent number ASSET Kit s parent number INVENTORY Component can be ASSET or INVENTORY Component must be INVENTORY To create a kit in Track Em you need to first enter the parent information using the INVENTORY DATA ENTRY or ASSET DATA ENTRY menus You also need to enter component information using the same menus After this information has been added you should use the KIT COMPONENT RELATIONSHIP screen to assign components and associated quantities to parent kit records Kit Component Relationships X Define Kit or Assembly Type C Asset Identical items have different barcodes Kit or v Assembly Barcode Define Component Inventory Identical items have same barcode Component v Barcode Number of Component 1 Barcodes per Kit or Assembly One if Component Asset Update Database Figure 49b Once relationships are established components will be moved or deleted along with the master kit assembly part number as described in the table below The following table shows how kits and their components are affected when a kit 1s created or moved NOTE if a kit is classified as an Asset then its parent record must be created the same as any other asset Moving or scrapping a
5. Products Sorted by Product Number Report Short Description SP ROCKET RS 232 9 FIN FEMALE ao MUT COPY PAPER PRINTER ABLE Praticd Number Barcode 1 1 2 200001 45 Figure 22c Track Em Products Sort by Barcode Number Report Barcode Praduct Mumber 1 1 123 2 2 200001 200001 46 Short Description SPROCKET R S 232 9 PIM FEMALE Ma MUT COPY PAPER PRINTER ABLE Figure 22d Track Em Products Sort by Category Report Praduet Number Category MISC HARDWARE 1 SP ROCKET 125P a6 MUT Category OFFICE SUPPLIES 2 COPY PAPER Catesory 1001 R S 232 9 FIN FEMALE 1004 Pr CABLE 200001 46 PRINTER ABLE Barcode 1 123 On Hard by Category Z On Hond by Category 200001 On Hond by Category Figure 22e 17 On Hand D 5 16 1 Track Em User s Manual RVB Systems Group Current Inventory Reports Current inventory reports are provided that allow you to view all current inventory records or drill down and show current inventory levels by specific LOCATION PRODUCT product number and or barcode number VENDOR CATEGORY or DEPARTMENT Each report can be run with or without pricing values displayed The selection forms and report examples are shown below TEST LOCATION 100 RECEIVING DOCK 200 WAREHOUSE 300 COPY ROOM 301 TRUCK 301 Ci CUSTOMER 1 CR COMPUTER ROOM Tma Tna MRA oe E Indude Inventory Value in Report Inventory by Selected
6. Total Assets in this Status Total Value of Assets in this Category 645 00 Total Number of Assets Total Value of Asset 735 00 Figure 43c Track Em Assets by Location Report Set this line from Advanced System Admin Menu Barcode Location CR COMPUTER ROOM 1f SONY MONITOR 1 PROJECT ABC Curent Value 3350 00 if LCD MONITOR 100001 PROJECT ABC Curent Value 3235 00 Asseis in this Location E Total Value of Assets in this Locaton 34500 Tora Asser Total Value of Asser 245 00 Figure 43d Track Em Assets in New Location by Category Report Set this line from Advanced System Admin Menu Category 2 A TOOLS 1201 HAMMER DRILL Current Location TR1 TOOLROOM 1ST FLR Previous Location 44 FRONT STOCK ROOM Status 100 NEEDS REPAIR Number of Assets in This Category 1 Category 1 COMPUTER EQUIP 100001 17 LCD MONITOR Current Location CR COMPUTER ROOM Previous Location 2 BACK LOT Status 300 PROJECT ABC Number of Assets in Ths Category 1 Total Number of Assets 2 Figure 43e 34 Track Em User s Manual RVB Systems Group Assets by Date Reports Track em is provided with 2 asset reports that are associated with dates Date Acquired and Next Scheduled Maintenance Date Only asset records that contain dates in either of these fields are included in the reports Track Em Assets Sorted by Date Acquired Report Note Report only includes Asset Records with walt DATE ACOUTRED wile Date Acquired Barcode Asset De
7. With or without current value Shows all assets sorted by description Includes location and Status Shows selected asset s by selected location s With or without current value Shows asset s by selected location s that are in a different location the most recent time scanned than they were the previous time scanned With or without price Shows asset s by selected location s that are in a different location the most recent time scanned than they were the previous time scanned With or without price Shows asset s by selected location s that are in a different location the most recent time scanned than they were the previous time scanned With or without price Shows asset s by selected location s that are in a different location the most recent time scanned than they were the previous time scanned With or without price Shows asset s by selected location s that are in a different location the most recent time scanned than they were the previous time scanned With or without price Shows assets by selected location days out daily rate and total costs Check In Out Menu Shows selected asset s by selected model s Assets records not assigned models are not included With or without current value Note Model Number must equal Part Number from Products table Assets listed by Next Scheduled Maintenance date Assets without a value for this field are not listed in report Note Date value is not limited to maint
8. directory created on your PC IF you do not select the default directory you will need to manually make changes to Track Em These steps are explained in the Track Em user s manual WARNING This computer program is protected by copyright law and international treaties Unauthorized duplication or distribution of this program or any portion of it may result in severe civil orcriminal penalties and will be prosecuted to the maximum extent possible under the law Cancel Cancel lt Back Figure 4 Figure 5a Note Use the default directory as shown in Figure 5b or you will need to manually modify the PDT SETUP FORM Advanced System Menu to match the directory you select in Figure 5b PTComm Manager Select Installation Folder The installer will install PTComm Manager to the following folder To install in this folder click Next To install to a different folder enter it below or click Browse Eolder CAPragram Files Unitech America Inc PT Comm Manager Browse Disk Cost Install PTComm Manager for yourself or for anyone who uses this computer Everyone C Justme Cancel lt Back Figure 5b NOTE If you are running Windows 7 in 64 bit mode you must install the portable scanner communications program PT COMM this communications program using the file on the Track Em CD named as follows CD Windows 7 64 bit PT Comm JobGenPlusWithPT_Comm msi 7 Track Em User
9. it will be added to the database with a description of LOCATION ADDED BY PDT unless the ADD NEW LOCATIONS WHEN LOADING PORTABLE SCANNER DATA settings is not checked see SYSTEM ADMIN section e Anew record is appended to INVENTORY HISTORY table As noted above new products can be added default or optionally treated as invalid entries and not added Note Figure 59 illustrates how to specify whether to add new products or treat them as invalid entries The user can enter descriptions on the portable scanner for new products After the data is transferred from the portable scanner to the PC i e after the data is inserted into the appropriate database tables a temporary file named CA TrackEm3Files PDT_DATA PRODUCTO SAV is stored on the PC in the event you need to use the data in another application It contains multiple lines each line containing a FROM LOCATION TO LOCATION BARCODE QUANTITY USER ID optional NEW PRODUCT DESCRIPTION only for new products and DATE TIME record was entered on the scanner This temporary file will be replaced with new data the next time receiving data is uploaded from the portable scanner NOTE If a scanned barcode contains fewer characters that the specified MINIMUM or more than the specified MAXIMUM the portable barcode scanner will emit an error tone and then require you to scan a different barcode Consult the System Admin section of this manual for more information on setting
10. types of records automatically deplete inventory levels of kit components and write history records for component usage The CHECK IN CHECK OUT module can be used to easily track assets that are checked out This includes books documents tools tapes etc You can assign different check out periods to individual assets categories of assets or merely use the default system wide check out period You can run reports showing how long assets were checked out to a specific job project person or location Track Em also allows you to view an item or asset s picture on the PC screen as shown in Figure 1 below Track Em Barcode Product Number Unit of Measure Category Short Description Reorder Qty Product Table by Barcode Simple x mon a pooooraa SC o pece SO Praner case 20 On hand 0 Delete Record Select Picture Figure 1 Track Em PC Software Installation The following screens Figures 2a b and c illustrate the Track Em installation routine This routine should automatically start when you insert the Track Em CD If this routine does not automatically start locate and start the file named SETUP EXE file on the CD NOTE YOU WILL NEED ADMINSTRATOR RIGHTS ON YOUR PC IN ORDER FOR THE TRACK EM INSTALLATION PROGRAM TO ADD AN ODBC DSN Data Source Name AND CREATE THE TRACK EM DIRECTORIES Track Em User s Manual RVB Systems Group 2 Track Em 3 0 Welcome to Track
11. Asset History File _ Delete Inventory History _ _ Delete Cycle Count History System Admin Menu _ Portable Barcode Scanner Setup Form Send Data to Portable Barcode Scanner Reload Portable Scanner with Track Em Program Set Time on Portable Scanner Edit Min Max Data Lengths for Scanner PC Main Menu Figure 61 Customize Field Captions The CUSTOMIZE FIELD CAPTIONS option Figures 62 and 63 allows you to enter your own field descriptions captions for any of the fields in Track Em These custom captions will appear in the datasheet views advanced data edit forms and some of the hard coded reports provided with Track Em The caption box on the advanced forms as well as some reports may need to be manually re sized in order to accommodate extra long custom captions If you do not want a field to be displayed in the datasheet view or advanced form for a specific table click the HIDE THIS FIELD checkbox Figure 63b illustrates a field that has been hidden After making any changes including changes to HIDE THIS FIELD click the RESET CAPTION FOR SELECTED FIELD button Track Em Edit Captions Track Em a Fields Barcode Tables Asset History in AssetDescription Categories T AssetDescriptionLong able Cycle Count History Make Inventory Model Inventory History ModelNumber v ahel nn SerialNumher Current Asset Description Caption New o Caption
12. Files AccessRT msi NO D Access Runtime Files AccessRT cab Z Z Z Z O O X Track Em User s Manual RVB Systems Group i i i i i i i Scanner communications installation for Windows 7 JobGenPlusWithPT_Comm msi 64 bit Instructions in same directory Table 12 C Windows System32 dao0360 dll C Windows System32 VBACV10 DLL C Windows System32 V BACV20 DLL C Windows System32 V BE6EXT OLB C Windows system32 Msexcl35 dll C Windows System32 V BE6 DLL C Windows System32 V BACV10D DLL 95 Track Em User s Manual RVB Systems Group Track Em Reports The following table contains a list of all of the reports provided with Track Em along with the query or table used by the report and the form or menu option macro used to open the report Report Title Assets by Barcode Assets by Category Assets by Date Acquired Assets by Department Assets by Description Assets by Location Assets in New Location by Category Assets in New Location by Department Assets in New Location by Location Assets in New Location by Status Assets in New Location by Model Assets by Location Days Checked Out Assets by Models Assets by Next Scheduled Maintenance Report Name in Access Query or Table for report data Report opened by menu macro or form name rpt3 AssetsSortedByBarcode qryAssetReports MENU merAssetsReports AssetsByBC rpt3 AssetsB yCat rpt3 As
13. Hide this field on DATASHEETS and FORMS Reset Caption for Selected Field Figure 62 Track Em Tables Asset History Categories Cycle Count History Inventory Fields Barcode in AssetDescription Table Inventory History 3 lahel I nn Current Caption New Caption 59 SerialNiimher lt FIELD NOT SELECTED gt V Hide this field on DATASHEETS and FORMS Reset Caption for Selected Field Figure 63 Track Em User s Manual RVB Systems Group Customize Menu Report Title and Menu Option Descriptions The title bar that appears at the top of each Track Em menu can be changed using the CUSTOMIZE MENU TITLE option shown in Figure 64a Additionally you can add a company specific line to each report in Track Em using this screen Fi Track Em Customize Headings for Menus Menu Heading hy Company Mame Here Report Heading Bet this line from Advanced System Admin Men Figure 64a i You will need to restart Track Em in order for any changes to the MENU HEADING to take effect Figure 64b The CUSTOMIZE MENU DESCRIPTION SET SECURITY SET FONT SIZE option is shown in Figure 65 You can make changes to the text that is displayed on the menu screens using this form This is also the form that is used to assign ADMINISTRATOR LEVEL security to menus The font size can be changed for individual menu options in order to increase readability Note You must click the button labeled UPD
14. Location s Inventory by Every Location Figure 23a Track Em Inventory by Location Set this line from Advanced System Admin Menu Inventory Info Barcode Product Number Desc RECEIVING DOCK COPY PAPER Location 100 1001001 1001001 WAREHOUSE COPY PAPER Location 1001001 1001001 TOOLROOM 1ST FLR 1003 73 NUT 273 300 3 WASHERS Location Figure 23b Track Em Inventory by Location Set this line from Advanced System Admin Menu Inventory Info Barcode Product Number Desc Location 100 1001001 1001001 Location 200 1001001 1001001 TR1 1003 273 300 Price Each RECEIVING DOCK COPY PAPER WAREHOUSE COPY PAPER 20 000 SubTotal Value Location 20 000 SubTotal Value Location TOOLROOM 1ST FLR WE NUT WS WASHERS 15 000 3 000 SubTotal Value Location Total Value All Locations Figure 23d 18 430 00 480 00 2 880 00 2 880 00 180 00 36 00 216 00 3 576 00 Track Em User s Manual RVB Systems Group Fai Track Em Invento ry Reports by Product Listbox Sort Order Barcode Number Product Number Product Description Short Description 1001001 1001001 COPY PAPER 1002 91002 SPROCKET 1003 1003 3 8 NUT 12345078901234 125 EXTRA LONG BARCODE 2 76 278 300 3 8 WASHERS E Indude Inventory Value in Report Inventory Report for Inventory Report for All Selected Product s Products Figure 24a Track Em Inventory by Produ
15. MIN MAX values 72 Track Em User s Manual RVB Systems Group CYCLE COUNT ITEMS anything with non unique numbers CYCLE COUNT F4 BACK SCAN LOCATION SCAN BARCODE ENTER QTY Figure 76 Data entered from the CYCLE COUNT screen Figure 76 will yield the following changes to the database e The existing INVENTORY table record based on barcode number and location is updated to reflect the new quantity If no INVENTORY record exists for this barcode location code combination then one is added e Ifthe PRODUCT does not exist the user can add their descriptions on the scanner and they are added to the database unless the ADD NEW PRODUCTS WHEN LOADING PORTABLE SCANNER DATA settings is not checked see SYSTEM ADMIN section e If the LOCATION does not exist in the database it will be added to the database with a description of LOCATION ADDED BY PDT unless the ADD NEW LOCATIONS WHEN LOADING PORTABLE SCANNER DATA settings is not checked see SYSTEM ADMIN section e Anew record is added to the INVENTORY CYCLE HISTORY table The FROM LOCATION value is set to CYCLE COUNT RECORD As noted above new products can be added default or optionally treated as invalid entries and not added Note Figure 59 illustrates how to specify whether to add new products or treat them as invalid entries The user can enter descriptions on the portable scanner for new products After the data is transferred from the
16. To Inventory Location Barcode pif RECEIVING DOCK Inventory ioo j LOC 20 Barcode Inventory WAREHOUSE M Quantity 10 Barcode LOC 21 Received 22 LOC Purchase Order Quantity 23 LOC Received LOC 24 Update Purchase Order LOC 25 COMPUTER ROOM Note Locations that are set to CONSUME inventory are not available in the list of TOOLROOM 1ST FLR locations shown on this screen TOOLROOM 2ND FLR Note Locations that are set to CONSUME inventory are not available in the list of locations shown on this screen I Retain last location on drop down after clicking UPDATE V Retain last location on drop down after clicking UPDATE Figures 19a and b Data entered from the INVENTORY RECEIVE screens Figures 19a and b will yield the following changes to the database e A record is added to INVENTORY table using the TO LOCATION if there are no inventory records with this location If an inventory record with this location already exists then the entered quantity is added to the existing quantity e A new record is appended to INVENTORY HISTORY table The FROM LOCATION value of the Inventory History record will read RECEIPT RECORD You have the option of receiving inventory using the LABELING MENU also A single location can be set to INITIAL LOCATION and automatically entered into the database using the PRINT LABELS option See the section of this manual titled TRACK EM LABEL PRINTING MODULE for more information regarding this
17. a code me Table 3b Note Boolean data is represented in a comma delimited text file by 1 or 0 where 0 is NOT CHECKED FALSE 50 Track Em User s Manual RVB Systems Group Locations 1 FIELD IS KEY FIELD NO DUPLICATES Field Field Name Required in Field Type amp Size Number Data File LocationNumber KEY TEXT 20 Table 4 Note Boolean data is represented in a comma delimited text file by 1 or 0 where 0 is NOT CHECKED FALSE Products 1 FIELD IS KEY FIELD NO DUPLICATES 2 FIELD IS REQUIRED Field Field Name Required in Field Type amp Size Number Data File Barcode KEY TEXT 20 ProductNumber TEXT 50 Note this field can be duplicated TEXT 20 Note this is a Code Note this is a Code Note this is a Code Note this is a Code Table 5 Note Boolean data is represented in a comma delimited text file by 1 or 0 where 0 is NOT CHECKED FALSE 5I Track Em User s Manual RVB Systems Group Status Codes 1 FIELD IS KEY FIELD NO DUPLICATES Field Field Name Required in Field Type amp Size Number Data File StatusCode KEY TEXT 16 TEXT 200 Table 6 Category Codes 1 FIELD IS KEY FIELD NO DUPLICATES Field Field Name Required in Field Type amp Size Number Data File CategoryID KEY TEXT 10 TEXT 40 Table 7 Current Inventory 1 FIELD IS KEY FIELD DUPLICATES OK 2 FIELD IS REQUIRED Field Field N
18. feature 14 Track Em User s Manual RVB Systems Group Move Inventory Forms You can move inventory from one location to another using the following screens 1 l Lal 7 Track Em Inventory Move Menu Track Em Inventory Move Menu Inventory v Barcode ventory From Inventory A Location Barcode Location Barcode To Inventory v Location Barcode Quantity Moved Update Note Only current INVENTORY RECORDS BARCODE and EN are available to move via this screen You can move inventory to any LOCATION Quantity Moved Figures 20a and b Data entered using the MOVE INVENTORY screens Figures 20a and b will yield the following changes to the database e If the TO LOCATION is NOT a CONSUME LOCATION then a record is added to INVENTORY table using the TO LOCATION if there are no inventory records with this location If an inventory record with this location already exists then the entered quantity is added to the existing quantity e If the TO LOCATION is a CONSUME LOCATION then no record is added to the INVENTORY table NOTE You can track SHIPMENTS by entering a SHIP TO location and checking the CONSUME box e Update the INVENTORY table record for the FROM LOCATION value The quantity entered on the form is subtracted from the existing quantity to reflect the new quantity If the new quantity is less than zero or equal to zero then the record is deleted by default NOTE You can optionally set Trac
19. kit component relationships Track Em Kit Component Report Kit Part Ait Barcode Ait Description Component Vinber Sarcode Number 1 SP ROCKET 100002 KIT TEST Figure 49d 40 Track Em User s Manual RVB Systems Group You can add edit or delete records using the datasheet form Figure 49e To add a record merely start typing on the new line indicated by an ASTERICK at the start of the line After entering data for each field pressing the ENTER key will add a new record To delete a record select that record and press your DELETE key or click the DELETE menu bar button Keep in mind that you can select which columns to display using the HIDE THIS FIELD ON DATASHEETS AND FORMS option found on the CUSTOMIZE FIELD CAPTIONS option in the Advanced System Admin Menu This feature is discussed in the System Admin section of this manual Parent Child OQtyChildPerParent ChildAsset i 123 100001 100002 Ae Figure 49e Check In Check Out Menu The Track Em Check In Check Out module Figure 50a allows you to check out assets such as books documents tools tapes etc to physical location or a virtual location such as an individual or project Check out periods can be assigned to individual assets such as a specific book to an entire category of assets such as non fiction books or system wide all books When an asset is moved to a location that has a Location considered Checked Out
20. of this manual for more information on setting MIN MAX values 71 Track Em User s Manual RVB Systems Group SHIP or MOVE ITEMS anything with non unique numbers SHIP or MOVE F4 BACK ENTER FROM LOCATION ENTER TO LOCATION SCAN BARCODE Figure 75 Data entered from the SHIP or MOVE screen Figure 75 will yield the following changes to the database e If the TO LOCATION is NOT a CONSUME LOCATION then a record is added to INVENTORY table using the TO LOCATION if there are no inventory records with this location If an inventory record with this location already exists then the entered quantity is added to the existing quantity e If the TO LOCATION is a CONSUME LOCATION then no record is added to the INVENTORY table e Update the INVENTORY table record for the FROM LOCATION value The quantity entered in the portable scanner is subtracted from the existing quantity to reflect the new quantity If the new quantity is equal to or less than zero the record will indicate zero default Negative quantities are not allowed NOTE You can optionally set Track Em to not delete inventory records with zero quantity via the SYSTEM SETUP FORM e Ifthe PRODUCT does not exist the user can add their descriptions on the scanner and they are added to the database unless the ADD NEW PRODUCTS WHEN LOADING PORTABLE SCANNER DATA settings is not checked see SYSTEM ADMIN section e If the LOCATION does not exist in the database
21. optional and can be skipped by merely pressing the lt ENTER gt key Note Asset records on the PC with more recent LAST UPDATED date time stamps will NOT be updated with older scanner data if you select that setting on the Setup Form History data will still be recorded If an ASSET does not exist the user can add its descriptions on the scanner and it is added to the database unless the ADD NEW ASSETS WHEN LOADING PORTABLE SCANNER DATA settings is not checked see SYSTEM ADMIN section If the LOCATION does not exist in the database it will be added to the database with a description of LOCATION ADDED BY PDT unless the ADD NEW LOCATIONS WHEN LOADING PORTABLE SCANNER DATA settings is not checked see SYSTEM ADMIN section If the STATUS CODE does not exist in the database it will be added to the database with a description of STATUS ADDED BY PDT unless the ADD NEW STATUS WHEN LOADING PORTABLE SCANNER DATA settings is not checked see SYSTEM ADMIN section If the new location has a CHECKED OUT value of TRUE then the asset will be considered Checked Out A new Due Date will be calculated based upon current date time the CHECK OUT PERIOD and the MINUTES GRACE value Track Em will look for a CHECK OUT PERIOD value in the following order ASSET RECORD CATEGORY RECORD SETUP TABLE and use the Ist value found If the new location has a CHECKED OUT value of FALSE then the asset will be considered Checked In A new record
22. portable scanner to the PC i e after the data is inserted into the appropriate database tables a temporary file named CA TrackEm3Files PDT_DATA CYCLE SAV is stored on the PC in the event you need to use the data in another application It contains multiple lines each line containing LOCATION BARCODE QUANTITY USER ID optional NEW PRODUCT DESCRIPTION only for new products and DATE TIME record was entered on the scanner NOTE The CYCLE COUNT option will over right existing PART LOCATION inventory records This means that if 2 records with the same part number and location number are entered into the scanner only the 2 record is loaded into the Track Em database NOTE If a scanned barcode contains fewer characters that the specified MINIMUM or more than the specified MAXIMUM the portable barcode scanner will emit an error tone and then require you to scan a different barcode Consult the System Admin section of this manual for more information on setting MIN MAX values 73 Track Em User s Manual RVB Systems Group TRACK ASSETS anything with unique numbers TRACK ASSETS F4 BACK ENTER LOCATION SCAN BARCODE ENTER STATUS COPT Figure 77 Data entered from the ASSET TRACKING screen Figure 77 will yield the following changes to the database The existing ASSET table record is updated with the new LOCATION and STATUS CODE The lookup key is the ASSET BARCODE NUMBER Entry of the status code is
23. ry by Category or Department select Grouping Method Checked SORT LIST BY CODE Unchecked SORT LIST BY DESCRIPTION Select Department s SHIPPING 300 700 QUALITY CONTROL Indude Inventory Value in Report Inventory Report for Inventory Report for All Selected Departments Departments Figure 26a 20 Track Em User s Manual RVB Systems Group Track Em Inventory by Category Set this line from Advanced System Admin Menu iy Category COMPUTER EQUIP 38 MUT 1003 1008 TOOLEGOM 15T AR Location TRi Sura by Category OFFICE SUPPLIES pL ted COPY FAPER Location 200 WAREHOUSE Par Lt j RECEIVING DOCE D2 Aug 10 Sum by Category Category 1001001 IF WASHERS TOOL ROOM 15T AR Sum by Category Figure 26b Track Em Inventory by Category Set this line from Advanced System Admin Menu Orn Price Each Category COMPUTER EQUIP 1003 2 NUT 515 000 Location TRI TOOLROOM 15T ALR Sum Se Category SubTotal Falus 1 Category OFFICE SUPPLIES rea T1001 COFY PAPER Location 200 WAREHOUSE 22 JuHO Location 100 RECENING DOCK 02 Aug 10 Sum by Category Cateqory TOOLS 278 300 are IE WASHERS Location TRI TOOLROOM 15T AR Sura be Category Figure 26c 21 Track Em User s Manual RVB Systems Group Reorder Reports Menu If you set a reorder quantity for a product number you can take advantage of the REORDER REPORTS This value is set via the MASTER PRODUCT DATA FORMS
24. s Manual RVB Systems Group Access Runtime Setup Track Em requires a licensed copy of Microsoft Access to properly function If you do not own a copy of Access a fully licensed runtime version of Access is provided at no charge on the Track Em CD This runtime version of Access will allow you to run Track Em and other programs developed using Access but it will not allow you to make any change any to the Track Em reports and or forms 4 Track Em 3 0 Track Em requires Microsoft Access 2003 or higher to run properly Press ENTER Finished if Access 2003 or higher is already installed on this PC Press INSTALL ACCESS 2003 RUNTIME if Access 2003 or higher is NOT installed on this PC This action will install a fully licensed runtime version of Microsoft Access 2003 IF you select INSTALL ACCESS 2003 RUNTIME a Microsoft setup program will start You can manually run the Access 2003 runtime installation at a later time by starting the file named ACCESSRT MSI located on the ACCESS RUNTIME FILES directory on this CD Install Access 2003 Runtime Figure 6a If you need to install the runtime version of Access select INSTALL ACCESS RUNTIME shown in Figure 6a and the screens shown in Figures 6b and 6c will appear Follow the on screen instructions in order to properly install the Access runtime program If you skip this step you can use Windows Explorer at a later date to locate the file named ACCESSRT MSI
25. s Track Em desktop shortcut properties to point to the Track Em database TrackEm3 mdb located on the network server 4 If you are using the LABELING MODULE then you need to manually change the ODBC DSN to point to the network version of the database See the ODBC notes in the LABELING MODULE section of this manual Note The values in the PORTABLE BARCODE SCANNER SETUP FORM Figure 83 should NOT be changed when running over a network The scanner should always be connected to a PC on the network Linking to Track Em from another Database If you own a licensed copy of Microsoft Access you can link Track Em data tables to existing databases The following figures illustrate how to link to the Track Em tables After opening an Access database new or existing select FILE GET EXTERNAL DATA LINK TABLES as shown in Figure 102 Microsoft Access File Edit View Insert Tools Window Help Ctrl M Chrl o ill Link Tables Figure 102 Select the file named TrackEm3 mdb The default directory is C TrackEm3Files 92 Track Em User s Manual RVB Systems Group After selecting the Track Em database a list of available Track Em tables will be displayed as shown in Figure 103 Select the tables you would like to use in your existing database TrackEm3 Database Access 2002 2003 file format K for WQpen Design New X 2 4 EE a a Queries Forms Reports Pages Macros amp Modul
26. section of the Advanced System Admin Menu for additional information System Admin Menu My Company Name Here Track Em Version 3 13 Copyright by RVB Systems Group All Rights Reserved Add Edit Users and System Setup Passwords Add Edit Locations Simple Add Edit Vendors Simple Add Edit Locations Add Edit Vendors Datasheet Datasheet Add Edit Status Codes Add Edit Departments Simple Simple Add Edit Status Codes Add Edit Departments Datasheet Datasheet Add Edit Categories Simple Add Edit Categories Datasheet Advanced System Admin Menu Main Menu Figure 52 Add Edit Users and Passwords You can add or edit passwords using the ADD EDIT USERS AND PASSWORDS option Figure 54a and b For new accounts merely type a user name and password Confirm the password and set the Admin Level Checking the ADMIN LEVEL box allows the account to access secure menu options Passwords are hidden from view If a USER level account attempts to open an ADMIN level option the following message will appear Track Em l 1 Sorry You are nok authorizied For this option Figure 53 To edit an existing account select it from the dropdown list and make changes No changes will be saved until UPDATE CHANGES 1s clicked 53 Track Em User s Manual RVB Systems Group Track Em User Form User Name Use
27. 104 93 Track Em User s Manual RVB Systems Group Track Em System Files Scanner NO Access database file replaced by TrackEm3 mde on demo CD NO o OpManual pdf NO C TrackEm3Files VbaSourceCodeForms pdf NO YES YES C TrackEm3Files Autoexec jpg C TrackEm3Files Dataedit jpg C TrackEm3Files ScannerSoftwareFlowchart pdf C TrackEm3Files Alookup txt C TrackEm3Files lookup txt C TrackEm3Files Llookup txt C TrackEm3Files Slookup txt C TrackEm3Files Users txt C TrackEm3Files Password txt C TrackEm3Files Minmax txt C TrackEm3 Files HT VJENG EXE C TrackEm3Files ht3 pcb C TrackEm3Files AssetLabel btw C TrackEm3Files AssetLabelAll btw C TrackEm3Files AssetLabelPro btw C TrackEm3Files LocationLabel btw C TrackEm3Files LocationLabelAll btw C TrackEm3Files LocationLabelPro btw C TrackEm3Files ProductLabel btw C TrackEm3Files ProductLabel btw C TrackEm3Files ProductLabelPro btw C TrackEm3Files TE3 ico C TrackEm3Files 9pin jpg C TrackEm3Files CopyPaper jpg C TrackEm3Files Moniter jpg C TrackEm3Files Printer Cable jpg C TrackEm3Files Assets_ht trk C TrackEm3Files Cycle_ht trk C TrackEm3Files ProductIn_ht trk C TrackEm3Files ProductOut_ht trk C TrackEm3Files p_desc_ht trk C TrackEm3Files a_desc_ht trk C TrackEm3Files l_desc_ht trk C TrackEm3Files s_desc_ht trk C TrackEm3Files user_codes_ht trk C TrackEm3Files minmax_ht trk C TrackEm3Files PtCommiInstall msi Portable scanner
28. 13 14 1 22 23 24 25 26 27 28 29 30 Figure 46a You can add edit or delete records using the datasheet form Figure 46 To add a record merely start typing on the new line indicated by an ASTERICK at the start of the line After entering data for each field pressing the ENTER key will add a new record To delete a record select that record and press your DELETE key or click the DELETE menu bar button Keep in mind that you can select which columns to display using the HIDE THIS FIELD ON DATASHEETS AND FORMS option found on the CUSTOMIZE FIELD CAPTIONS option in the Advanced System Admin Menu This feature is discussed in the System Admin section of this manual These records stay in the database until they are deleted manually or deleted by the DELETE ASSET HISTORY option from the SYSTEM ADMIN MENU 36 Track Em User s Manual RVB Systems Group Asset History Reports Figure 47a shows 1 of the 3 different methods of reporting Asset History records You can specify a specific LOCATION STATUS DEPARTMENT MODEL NUMBER or CATEGORY You can also select a date range as shown in Figure 47b Note You have the option to display both the DATE and TIME a history record was created or just the DATE Consult the System Setup section of this manual Fai Track Em Asset History by Location 16 SONY MONITOR 17 LCD MONITOR COMPUTER ROOM TEST LOCATION I Checked SORT BY CODE Selected Assets by Selecte
29. ATE SETTING FOR SELECTED MENU OPTION to save changes for a menu Any user can view any option even options that have been set to PASSWORD SECURITY FOR THIS MENU OPTION if the REQUIRE PASSWORD ENTRY AT STARTUP is set to FALSE Figure 58a You can hide menu options that are not required for your company by checking the HIDE SELECTED MENU OPTION checkbox Fai Track Em Edit Menu Options Form Track Em Main Menu Track Em System Admin Menu Track Em Inventory Data Entry Menu Kit Assembly Menu Track Em Inventory Reports Menu Menu Option Descriptions Default Menu Option Descriptions Custom COM Import Export Selected Data System Admin Menu Assets Data Entry Menu Assets Reports Menu l Set ADMIN LEVEL SECURITY for l Wide selected menu option Some this menu option menus such as the SYSTEM ADMIN MENU cannot be hidden Edit Custom Menu Option Description Use Custom Menu Description for selected menu option Update setting for Select Font Size selected menu option for this Menu Option Reset menu options use default descriptions and unhide all Figure 65 60 Track Em User s Manual RVB Systems Group Erase Tables Track Em is delivered with dozens of sample records You can erase these records using the ERASE SELECTED TABLE option shown in Figure 66a Fait Track Em Erase Data Asset History Category Cycle Count History Department Inventory Inventory History Locations Labe
30. Add Edit Asset Information There are 5 different PC screens for adding or editing ASSET records They are shown below Track Em Assets Track Em Assets Barcode Barcode 100001 w Asset Description Asset 17 LCD Monitor Description Location TOP SHELF WAREHOUSE v Category Pe MONITOR s Check out period in DAYS Note DUE DATE is calculated using CHECK OUT DATE status and CHECK OUT PERIOD Track Em will look for a CHECK OUT PERIOD value in the following order ASSET RECORD CATEGORY RECORD SETUP TABLE and use the 1st Check Out Period in Days 7 value found Add Record Add Update Scrap Asset Delete Record Figures 36a and b Scraping an Asset changes its SCRAP field value from FALSE to TRUE This action also writes a record to the ASSET HISTORY table The word SCRAP is written to the TO LOCATION and the STATUS field in the history table Whenever you change the LOCATION or STATUS of an existing Asset a record is written to the Asset History table If the asset is a KIT then records for any assets or inventory associated as a component with this asset kit will be modified and appropriate history records will be created See the KIT MENU section for more information about kits 29 Track Em User s Manual RVB Systems Group Track Em Assets Barcode fiooon1 v Asset LCD Monitor Description Location TOP SHELF WAREHOUSE v Category PC MONITOR v Status fin Servi
31. Cost current status report allows you to see how many days an asset or a group of assets have been assigned to a specific location The location selected may have either a checked in or checked out status Only locations currently assigned to existing assets are available E Track Em Asset Reports by Location A Select t Assets by Selected Location Figure 501 Location 46 Track Em User s Manual RVB Systems Group Track Em Assets by Location Selected Report Days Out Barcode Date Lat Days Out Daily Rate Cost Updated Location iOD CONFERENCE ROOM 100001 17 LOD Monitor O54 eb 08 154 1 00 154 00 Total Asset 1 Total Costs 3400 Figure 50m Days Out Cost History Reports The Days Out Cost history report allows you to see how many days an asset or a group of assets were assigned to a specific location The location selected may have either a checked in or checked out status Only records with the selected FROM LOCATIONS in the Asset History table are available a j1 eaten ee oy has Fat Track Em Asset History Cost Reports by Location These reports show total days and associated costs that an asset s was assigned to a specific location for a specified date range Assets that are still assigned to that location WILL NOT be induded in this report Run the ASSET DAYS OUT CURRENT STATUS REPORT to see assets currently assigned to a specific location 16 SONY MONITOR TEST LOCA
32. ETS Figure 79d e Prior to deleting data you will need to Enter 1 YES or 0 NO to confirm your choice Track Em User s Manual RVB Systems Group e A final screen reading PRESS ANY KEY TO RETURN TO MAIN MENU will be displayed after the question is answered and action is completed DATA LOOKUP MENU You can optionally send download product asset location status descriptions and user ID numbers to the portable scanner This is accomplished from the ADVANCED SYSTEM ADMIN MENU DOWNLOAD DESCRIPTIONS TO PORTABLE BARCODE SCANNER Figure 81 The 1 20 characters of a record s description is displayed on the portable scanner either when the DATA LOOKUP option is used Figure 82 or when the record is scanned during data collection via main menu items 1 2 3 or 4 Receive Items Move or Ship Items Cycle Count Items Track Assets On the portable scanner screen a description will replace the barcodes that are scanned in the Receive Items Move or Ship Items Cycle Count Items and Track Assets functions If a description is not loaded on the portable scanner for a specific barcode then the user will be prompted to enter a new description as shown below in Figure 80 Figure 80 illustrates a location s description being displayed LOCATION 1 HERE and the prompt that is displayed for a new item NEW ITEM KEY DESC RECEIVING FA4 BACK ENTER LOCATION LOCATION 1 HERE SCAN BARCODE NEW ITEM KEY DESC
33. ETUP FORM Figure 83 should NOT be changed when running over a network 78 Track Em User s Manual RVB Systems Group USB Driver The USB cable requires the installation of the USB driver This driver is located on the Track Em CD as well as the Track Em installation directory and is named USB Driver Setup exe 1 Turn on scanner and connect to PC with USB cable Run the program named USB DRIVER SETUP exe located on CD and Track Em installation directory 3 When driver installation is completed successfully the driver will appear on the DEVICE MANAGER screen as shown in Figure 84a 4 Set Track Em portable scanner COM port on Figure 83 to the virtual port shown in Figure 84a Device Manager Eile Action View Help 4e t BRa Disk drives Display adapters 43 Human Interface Devices Sy IDE ATA ATAPI controllers ards Ge Keybo E PCMCIA adapters Ports COM amp LPT Y Communications Port COM1 a ECP Printer Port LP WAUSB Serial Port CO Figure 84a Portable Scanner PDT Communications Software The portable scanner PDT communications software is automatically installed on your PC in the default directory C Program Files Unitech America Inc PTComm Manager PtComm exe This program is automatically started whenever you select any of the Track Em options that communicate with the portable scanner If you have problems with the portable scanner communicating with Tra
34. Em Assets Checked In Past Due Date Select Asset 16 SONY MONITOR PO ees eee TEST ASSET NO CAT BY BARCODE 16 SONY MONITOR TEST NO CAT DEPT COMPUTER ROOM Selected Assets by Selected Assets by Selected Location Every Location All Assets by All Assets by Every Selected Location Location E Select Date Range for Report Date record created START DATE END DATE Figure 50 Track Em Assets Checked In Overdue by Location Report Set this line from Advanced System Admin Menu Barcode Description Category Date Last Due Date Date Status Code and Description Checked Out Checked In Location CR COMPUTER ROOM 1 16SONYMONITOR ATOOLS 2492013104431 AM 2 7 2013 10 57 30 AM 2 18 2013 10 57 30 AM 1029 1000 TEST ASSET NO CAT 2 20 2013 6 06 11 PM 2 27 2013 12 47 30 AM 2 26 2013 3 11 43 PM 1001 TEST NO CAT DEPT 2 182013 10 57 30 AM 2 22 2013 2 00 30 AM 2 20 2013 6 01 11 PM Total Checked In Overdue by Location Total Checked Out Figure 50k 45 Track Em User s Manual RVB Systems Group Due Date Days Out Setup and Holiday Table You have the option of excluding weekend days and holidays when calculating the DUE DATE and the DAYS OUT values You can also set Track Em to not started calculating the due date until the first day after an asset 1s checked out The HOLIDAYS table contains a list of dates that should be excluded when calculating DAYS OUT If you do not want to exclude a specific holiday merel
35. Em 3 0 Setup program This program will install Track Em 3 0 on your computer It is strongly recommended that you exit all Windows programs before running this Setup Program Click Cancel to quit Setup and close any programs you have running Click Next to continue with the Setup program WARNING This program is protected by copyright law and international treaties Unauthorized reproduction or distribution of this program or any portion of it may result in severe civil and criminal penalties and will be prosecuted to the maximum extent possible under law Figure 2a 2 Track Em 3 0 Destination Location Setup will install Track Em 3 0 in the following folder To install into a different folder click Browse and select another folder If you select a different folder you will need to manually modify the default directory values used by the Track Em PDT and Label Modules These settings are described in the Track Em user s manual fou can choose not to install Track Em 3 0 by clicking Cancel to exit Setup Destination Folder C TrackEm3Files Browse Figure 2b 2 Track Em 3 0 Start Installation You are now ready to install Track Em 3 0 Press the Next button to begin the installation or the Back button to reenter the installation information ise Installation Cancel Figure 2c In order to complete the installation you must enter the serial number Figure 3 provide
36. End Date Figure 32a Pa Track Em Inventory History by Category Product Number Description 1001001 COPY PAPER 91002 SPROCKET 278 300 3 8 WASHERS A TOOLS OFFICE SUPPLIES Selected Products by Selected Products by Selected Category Every Category All Products by Selected All Products by Every Category Category Note Click SELECT DATE buttons to display or hide calendar Double dick desired date on calendar to select date and hide a E Include Inventory Value in Report f Select Date Range for Report Date record created Select Start Date Select End Date Figure 32b 25 Track Em User s Manual RVB Systems Group Track Em Inventory History by All Barcodes and Locations Sorted by Location Barcode Date Product Qty Dae From PO Scanner User To Location 123 TOP SHELF WAREHOUSE 1 1 SPROCKET 1001 RS 232 9 PIN FEMALE 2 COPY PAPER 29 Mar 07 O O 125000 O 28 Mar 07 29 Mar 07 Sum To Location BOTTOM SHELF WAREHOUSE 1001 RS 232 9 PIN FEMALE 123 3 NUT 2 COPY PAPER 28 Mar 07 29 Mar 07 29 Mar 07 Figure 33a Track Em Inventory History Sorted by Category Location Barcode Date Product Oty User From PO Scanner Category MISC HARDWARE To Location 123 1 1 TOP SHELF WAREHOUSE SPROCKET 29 Mar 07 O Location Sum To Location BOTTOM SHELF WAREHOUSE 123 348 NUT 29 Mar 07 Location Sum Category Sum Category OFFICE SUPPLIES To Location 123 TO
37. LACE all existing data will first be erased before the new data is imported WARNING You should make a backup of the Track Em database TrackEm3 mdb prior to IMPORTING DATA Note Text fields cannot contain double quote marks If you select Append you will encounter an error message Figure 51c if Track Em attempts to add duplicate data keys The key fields are defined in Tables 3b 10 below Track Em Track Em was unable to append all the data to the table The contents of Fields in 0 record s were deleted and 5 records were lost due to key violations IF data was deleted the data vou pasted or imported doesn t match the field data types or the FieldSize property in the destination table TF records were lost either the records you pasted contain primary key values that already exist in the destination table or they violate referential integrity rules For a relationship defined between tables Do you wank to proceed anyway Figure 51c IMPORTANT NOTE DO NOT INCLUDE A HEADER LINE IN YOUR IMPORT DATA FILE Occasionally errors occur when importing data to Track Em These errors will be written to a new table with the following format import filename _ImportErrors You should review any error file and take whatever steps necessary to correct the problem NOTE When importing from Excel spreadsheets containing multiple SHEETS only the first sheet is available to be imported using the tools
38. P SHELF WAREHOUSE 2 To Location 2 Category To Location 1001 To Location 1001 2 PC CABLE 123 1001 COPY PAPER Location Sum BOTTOM SHELF WAREHOUSE COPY PAPER Location Sum Category Sum TOP SHELF WAREHOUSE RS 232 9 PIN FEMALE Location Sum BOTTOM SHELF WAREHOUSE RS 232 9 PIN FEMALE 29 Mar 07 29 Mar 07 28 Mar 07 28 Mar 07 O 125000 Location Sum Category Sum Figure 33b Track Em Inventory History by Selected Records Sorted by Location Barcode Date Set this line from Advanced System Admin Menu Product Barcode ity Price Value Job WAREHOUSE 1002 SPROCKET Sub Total Total Figure 33c 26 Track Em User s Manual RVB Systems Group Cycle Count History Reports Cycle Count History records are only added from the portable scanner Data entered from the CYCLE COUNT screen on the portable scanner will yield the following changes to the database e The existing INVENTORY table record based on barcode number and location is updated to reflect the new quantity If no INVENTORY record exists for this barcode location code combination then one is added e If the PRODUCT and or LOCATION do not exist the user can add their descriptions on the scanner and they are added to the database unless the ADD NEW PRODUCTS LOCATIONS WHEN LOADING PDT DATA settings are not checked see SYSTEM ADMIN section e Anew record is added to the INVENTORY CYCLE HISTORY ta
39. ProductReports MENU mcrProductsReports ByNumber rptProductsReorderPoint qryProductReports MENU mcrProductsReports ReorderAll rptProductsReorderNow qryReorder MENU mcrProductsReports ReorderNow rptReorderByVendor qryReorderBy Vendors frmInventoryBy Vendor rptReorderByVendorAlt qryReorderByVendorsAlt frmInventoryBy Vendor rpt3InventoryByBC rpt3InventoryByBCPrice qry3Inventory frmInventoryReportsMultiSelect rpt3InventoryB yCat rpt3InventoryByCatPrice qry3Inventory frmInventoryB yCat rpt3InventoryByDept rpt3InventoryByDeptPrice qry3Inventory frmInventoryB yCat rpt3InventoryByDesc rpt3InventoryByDescPrice qry3Inventory frmInventoryReportsMultiSelect rpt3InventoryByLocation rpt3InventoryB yLocationPrice qry3Inventory frmInventoryLocationReports rpt3InventoryByProduct rpt3InventoryByProductPrice qryInventory frmInventoryReportsMultiSelect rpt3InventoryByVendorPrim rpt3InventoryByVendorPrimPrices qry3InventoryVendorPrim frmInventoryby Vendor rpt3InventoryByVendorAlt rpt3InventoryByVendorAltPrices qry3InventoryVendorAlt frmInventoryby Vendor List of labels printed by date range selected Report show all records in Product Master table and is sorted by barcode number Includes on hand quantity but no locations Report show all records in Product Master table and is grouped by product category Includes on hand quantity but no locations Report show all records in Product Master table and is sorted by descriptio
40. RQJECT ABC Number of Assets inthis Location 2 TOOLROOMI15T FLR HAMMER DRILL Sans 100 NEEDS REPAIR Number of Assets inthis Location 1 Total Number of Assets Figure 45e Asset History Datasheet A record is added to the Asset History table whenever an Asset is moved to a new location or given a new Status from one of the Add Edit Asset screens or one of the Move Assets screens A record is also added to the Asset History table whenever an asset is assigned a new location and or status on the portable scanner Lastly a record is added to the Asset History table whenever using an asset is scrapped using any of the SCRAP ASSET buttons on Figures 36b 37 or 38 Barcode Location Code Status Code When Entered User From Scanner Date Started From Location g 123 610 2006 1 16 47 PM NOT USED Bf5 2008 201 1003 100 610 2006 1 19 03 PM NOT USED Ba 2000 123 201 riar 2006 4 57 15 PM NOT USED T2000 123 SCRAP SCRAP riar 2006 4 57 15 PM NOT USED 72000 SCRAP 123 4 24 2006 1 24 01 PM 1 a2 1 2008 123 123 PPP f2006 1 23 55 PM 1 fF l 2008 123 201 rior 2006 2 49 12 PM NOT USED 7a 2000 123 SCRAF SCRAP rior 2006 4 52 75 PM NOT USED zio 2008 201 SCRAF SCRAP rio 2006 4 52 75 PM NOT USED ffo 2008 201 Figure 46 OHOOUsNOOUOUOO Access 2007 and higher will automatically display a calendar for date fields when using Datasheet mode Be ahaa OO as DatelastUpdated 456 4 17 2007 4 April 2007 999 SMTWTFS 1234567 8 9 10 1112
41. Reorder Reports Menu THIS IS MY COMPANY Track Em Version 3 18 Copyright by RVB Systems Group All Rights Reserved Inventory Reorder Now Report _ Inventory Reorder All Products Inventory Reports Menu _ Main Menu Figure 27 Track Em Product Reorder Report Product Number Short Description Barcode 1001 RS 232 9 PIN FEMALE 1001 2 COPY PAPER 2 200001 45 PRINTER CABLE Figure 28a Track Em All Products Reorder On Hand Report Product Number Short Description Barcode Reorder Qty 1 SPROCKET 1 0 RS 232 9 PIN FEMALE 3 8 NUT 2 COPY PAPER 200001 4 8 PRINTER CABLE Figure 28b 22 Track Em User s Manual RVB Systems Group Inventory by Vendor Reports The Inventory by Vendor option allows you to create reports by either the primary vendor or secondary vendor for consumable items You can run reorder report by selected or all vendors as well as on hand inventory by selected or all vendors Products without the vendor field s completed will not appear in these reports Vi Track Em Invento ry by Vendor Reports Primary Vendor Select a Altermate Vendor Indude Inventory Value in Report On hand reports only Reorder Report by Selected Primary Vendor Reorder Report by All Primary Vendors Reorder Report by Selected Alternate Vendor Reorder Report by All Alternate Vendors On Hand Inventory Report by Selected Prim Vendor On Hand Inventory Report by Selec
42. T HISTORY record will still be recorded Default CHECK OUT PERIOD in Days 1 Note Moving an ASSET to a location that is considered CHECKED OUT vall check the asset out Track Em will look for a CHECK OUT PERIOD value in the following order 455ET RECORD CATEGORY RECORD SETUP TABLE and use the 1st value found W Display CUSTOM LOGO on Copyright screen Logo Filename C TrackEmsriles AVB Logo lt Select bw ipa Custom Logo AVE SYSTEMS GROWP Allow SHIFT KEY to bypass Track Em Menu System at startup Minutes grace period for late checkins 15 Figure 59 The option reading KEEP INVENTORY RECORDS WHEN THEY REACH ZERO ON HAND allows you to select if the current inventory record for a specific part location combination should be deleted or not whenever the on hand quantity is equal to or less than zero If this is not checked then inventory records with quantities at or below zero due to material movements will be deleted The option reading ALLOW NEGATIVE INVENTORY should be checked if you are using multiple portable barcode scanners and you need to deplete inventory prior to downloading scanner data Example Receiving uses scanner to receive 5 widgets which are not in stock and moves them to the warehouse Production staff uses scanner 2 to move 3 widgets into production and downloads the scanner data The inventory table will show an on hand inventory of 3 widgets prior to the receiving scanner s d
43. TION COMPUTER ROOM Selected Asset by All Assets by Selected Location Selected Location E Select Date Range for Report Select Start Date Select End Date The START DATE in this report represents the date an asset was moved into the FROM LOCATION The END DATE in this report represents the date an asset was moved out of the FROM LOCATION Note Click SELECT DATE buttons to display or hide calendar Double dick desired date on calendar to select date and hide calendar Figure 50n Track Em Asset History by Location Report Days Out Days Daily Cost From Asset Stat End Date Out Rate Scanner User Location 2U1 LIBRARY 1 LASER PRINTER 05 Jun 08 10 Jun 06 5o 25 50 127 50 O NOT USED Tatal Count Total Cost 1277 50 Figure 500 47 Track Em User s Manual RVB Systems Group Send Portable Barcode Scanner Data to PC This is the screen that is used to send data from the portable barcode scanner to the database Additional details regarding this option are located in the section of the manual titled TRACK EM PORTABLE SCANNER Data from Scanner Select a File Type Inventory Received Inventory Moved Shipped Inventory Cycle Count Assets Data Figure 5la Import Export Selected Data You can import and export selected data using the Import Export Selected Data option You can import or export whatever fields you require for any of the tables shown in the TABLES list box Not
44. TY LEVEL on your PC you may encounter one or more of the following screens whenever Track Em is started This section of the manual describes how to eliminate this warning Figure 7a illustrates the warning displayed when using Access 2003 Figures 7b and 7c illustrate the warning displayed when using Access 2007 and higher Access 2003 Security Warning Screen Security Warning Opening C TrackEm3Files TrackEm3 mdb This File may not be safe if it contains code that was intended to harm your computer Do you want to open this file or cancel the operation Figure 7a Access 2007 and higher Security Warning Screens Microsoft Office Access Security Notice 2 x A potential security concern has been identified Microsoft Office Security Options Security Alert VBA Macro Access has disabled potentially harmful content in this database Warning It is not possible to determine that this content came from a trustworthy source You should leave this content disabled unless the content provides critical functionality and you trust its source If you trust the contents of this database and would like to enable it for this session only click Enable this content Warning It is not possible to determine that this content came from a File Path C TrackEm3FilesDemo TrackEm3 mde trustworthy source You should leave this content disabled unless the content provides critical functionality and you trust its source More info
45. Track Em User s Manual Version 3 18 RVB Systems Group www barcode solutions com Track Em User s Manual RVB Systems Group Table of Contents Track Em System Introduction Track Em PC Software Installation Portable Scanner Communications Software Setup Access Runtime Setup Track Em PC System Main Menu Inventory Data Entry Menu Master Product Data Forms Receive Inventory Forms Move Inventory Forms Inventory Reports Menu Product Master Table Reports Current Inventory Reports Reorder Reports Inventory by Vendor Reports Inventory History Reports Menu Cycle Count History Reports Asset Data Entry Menu Add Edit Asset Information Move Assets Change Asset Location Status Asset Reports Menu All Assets Reports Assets by Selection Reports Assets by Dates Reports Assets Scanned Updated Since Last Reset Asset History Datasheet Reports Kit Assembly Menu Create Kits Assembly Kit Component Relationships Kit Component Reports Check In Check Out Menu Check In Check Out Form Overdue Reports Currently Checked Out Reports Last Time Checked Out Times Checked Out Reports Due Date Days Out Setup and Holiday Table Days Out Cost Reports Send Data to PC Import Export Selected Data Data Table Definitions System Admin Menu Add Edit Users and Passwords 48 50 53 53 Track Em User s Manual RVB Systems Group Locations Statuses Categor
46. Track Em files anywhere besides the default directory you will have to manually edit the above batch file After the batch file completes a success or a failure message will appear on the PC You will need to reload descriptions and user ID numbers Figure 81 after reloading the Track Em software Track Em Label Printing Module Track Em provides several options to print barcode labels You can print simple barcode labels on an 8 1 2 x 11 sheet of labels using any standard office printer OR you can purchase the optional Deluxe Labeling Module to print more complex barcode labels using any type of thermal transfer printer Labeling Menu THIS IS MY COMPANY Track Em Version 3 18 Copyright by RVB Systems Group All Rights Reserved Print Barcode Labels on 8 1 2x _ _ Print Labels Requires 11 Sheets Bartender Professional _ Print Labels Requires Bartender Automation Setup Bartender Labeling Software Label Log Report Purge Label Log Table Add Edit Label Log Data Main Menu Datasheet Figure 86 Printing Labels Track Em Standard Method The standard version of Track Em allows you to print simple barcode labels for PRODUCT ASSET or LOCATION records to any standard office printer capable of printing 8 x 11 address labels You can choose between Avery label template 5160 2 5 8 wide x 1 high or template 5161 for barcode numbers requiring a wider label 4 wi
47. You also have the option of creating an Access 2007 and higher personal digital certificate for your own version of Track Em in order to eliminate this warning message while still running at any of the security levels You should consult the Microsoft website for details on how to create a personal digital certificate 103 Track Em User s Manual RVB Systems Group Track Em Support Free STANDARD LEVEL telephone fax and e mail support is provided to all registered user s of Track Em for 30 days from date of purchase When calling for support you will be asked for your COMPANY NAME and SOFTWARE SERIAL NUMBER At the conclusion of your free 30 day support period additional support is available from RVB Systems Group as shown below Rates subject to change Track Em Extended Support Basic Level 175 year or 5 incidents Track Em Extended Support Basic Level 95 1 2 year or 2 incidents Track Em Extended Support Advanced Level 125 hour Track Em on line training up to hours live training using your PC s internet connection 250 Off site customization of Track Em 125 hour On site installation training system integration services Call Rates vary by location Travel expenses additional Track Em Extended Support Basic Level includes telephone fax or e mail support for installation local PC or on a network setup and basic operation of the Track Em software Track Em E
48. a 17 LCD Monitor 100005 19 Monitor Sonya 100004 19 Monitor Sonya Update LABEL LOG table information regarding this print job Print Labels for selected Print labels for ALL Enter Mambar record only records in database of Labels to Print Print Labels Note This menu option requires Bartender Enterprise Edition or greater Figure 88 Update Track Em Database with Label Data Automation Edition If you use the Bartender Automation Edition method to print labels for ITEMS Fig 89a you have the option to update the on hand inventory value for that item This updates the inventory location that has been assigned an INITIAL LOCATION value of TRUE The quantity for that item located in the initial location is updated to include the number of labels printed If no location record has been set with INITIAL LOCATION TRUE then the user is warned and no inventory record is added Fig 89b An inventory history record will be written with the FROM LOCATION PRINT LABEL RECORD and the TO LOCATION whichever location is set to be the INITIAL LOCATION Track Em Label Printing Form Select a Label Type ASSETS C LOCATIONS Select v PRODUCT from List Purchase Order Optional entry Recorded in LABEL LOG OO O table Also recorded in INVENTORY HISTORY table if UPDATE INYENTORY selected a Update INVENTORY and INVENTORY HISTORY tables with the number of labels printed r Update LABEL LOG table inform
49. a CONSUMING Uses LOCATION will delete item from inventory Inventory Initial Location E Note Initial Location only used by Label Printing Module Receiving Delete Component i Note Delete Components from inventory when Asset type Kit or Assembly moved to this location Location considered a Checked Out Note Moving an ASSET to a location that is considered CHECKED OUT will check the asset out Track Em will look for a CHECK OUT PERIOD value in the following order ASSET RECORD CATEGORY RECORD SETUP TABLE and use the 1st value found Record 14 d 1 gt gt of 13 Figure 55a 54 Track Em User s Manual RVB Systems Group If the Location is considered Checked Out then the Checked Out box should be checked Track Em determines an asset s Check Out Period by looking in the ASSET table then the CATEGORY table then the SETUP table and using the first value found amp tblLocation Table Location Code Description Location Uses Inventory Initial Location Delete Component _ Location considered Checked Out OFFICE 1000 F O O OFFICE 1001 OFFICE 1002 CONFERENCE ROOM TOP SHELF WAREHOUSE LIBRARY MS JONES 15T GRADE CLASSI JOHNNY JONES 2ND GRADE BOTTOM SHELF WAREHOUSE COPY MACHINE OOOBOOOOO NOOOOUOOOO OOOOUOwWOOO NON SOOOOOO s Figure 55b See the section on KIT COMPONENT RELATIONSHIPS for more information on the DELETE COMPONENT field in t
50. adle Consult the section titled USB Driver for additional details regarding scanner communications After data is collected merely connect the portable scanner to your PC and select the Upload PDT Data option from the main menu figure 70 The window shown in figure 70b will appear A progress bar will be displayed at the bottom of the window Data from Scanner fx Select a File Type Inventory Received Inventory Moved Shipped Inventory Cycle Count Assets Data Sn Onnn oC HMOOMOSOr T T T T Click to Upload Data from Portable Scanner Figure 70 a PtComm Batch Command Jexit fcomport 1 ptaddr A batch C TrackEm3Files assets trk COM Port COM1 Portable address A Batch file name C TrackEm3Files assets trk Baud rate 38400 Batch start Echo Upload data file i size 1 145 Cancel Figure 70b Figure 71a 71d illustrate possible error screens when sending data from the PDT to the PC t PtComm Batch Command exit fjcomport 1 ptaddr A batch C TrackEm3Files assets trk a COM Port COM1 Portable address A Batch file name C TrackEm3Files assets trk Error AutoSeek failed Please check if the portable is connected to the PC correctly and if portable is powered on and if the parameters of the com ports of the both sides are compatible and if the portable using multi point protocol has been assigned a correct address and for portable whose t
51. al RVB Systems Group Database Connection Setup Database Connection Setup All Databases TrackEm3 8 tbl ssets S Additionalinfot S Additionalinfo2 B Additionalinfo3 S Additionalinfo4 S AdditionalinfoS S AssetDescription 8 AssetDescriptionl S Barcode 8 Category 8 Comments S CurrentYalue S DateAcquired S DepartmentNumt S DepreciableLife 8 DepreciationMett kf arvInventorv SuminitialLocat Ns gt Tables Query Sort SQL Options Status Browse Ts 3 All Databases i Tables Query Sort SQL Options Status Browse Available Tables Tables to Use e H f a tblassets Table Table B AdditionalInfo1 qry3AssetHistory tblAssets S Additionalinfo2 e Feds operator criteria 3 angol qry3AssetHistoryScrap 3 Additionalinfo3 tbl ssets Barcode QueryPrompth gry3CycleCountHistory B AdditionalInfo4 qry3Inventory _ 8 additionalinfos qry3InventoryHistory Add 8 AssetDescription qry3LabelLogReport P aryaissetAcquired 8 AssetDescriptionl qryAssetMaint 8 Barcode gryAssetReports B Category gryAssetsByStatus lt Remove 8 Comments qryAssetsByStatusSelected B currentValue Ne aig aia lt lt Remove All S Dateacquired qryInventory DepartmentNume gryInventoryDatasheet E asada qryInventory SumAallLocation amp Depreciablelife Delete All Query Prompts Ignore Case S Depreciationmetk ls Is Figure 97a Fi
52. al RVB Systems Group Track Em s gj Please specify location of POT Communications Software using the System Admin Menu Please specify location of POT Batch File 1 using the System Admin Menu Figure 71c Figure 71d Figure 71c is shown if the PDT Communication Software is not located in the directory specified in Figure 83 located in the Track Em PDT Software section The default is C Program Files Unitech America Inc PTComm Manager PtComm exe Figure 71d is shown if the PDT Batch File number 1 to 4 is not located in the directory specified in Figure 83 located in the Track Em portable scanner software section The default locations are e C Track3EmFiles ProductIn trk e C Track3EmFiles ProductOut trk e CA Track3EmFiles Cycle trk e C Track3EmFiles Assets trk These locations SHOULD NOT BE CHANGED even if you are running Track Em over a network Figure 71e will be displayed upon successful data transfer from scanner to PC The information has been transferred from the portable scanner to the database Figure 7le Battery Charging The NiMH battery supplied with the Unitech portable scanner can be recharged using the USB cable an optional communications charging cradle or optional multi slot 2 or 4 slot battery re chargers Sophisticated power management automatically activates standby and shut off modes to conserve battery life See page 63 for details on how to reset the shut off mode A 30 minute low b
53. ame Required in Field Type amp Size Number Data File Barcode KEY TEXT 20 Note this field can be duplicated Location TEXT 20 NO NO Note this is a code Note this field can be duplicated Qty LONG INTEGER Default DateLastUpdated NO DATE Table 8 Vendor Codes 1 FIELD IS KEY FIELD NO DUPLICATES Field Field Name Required in Field Type amp Size Number Data File VendorCode KEY TEXT 10 VendorDesc TEXT 100 VendorContact TEXT 255 VendorPhone TEXT 20 VendorAdd1 TEXT 255 VendorAdd2 TEXT 255 VendorAdd3 TEXT 255 VendorAdd4 TEXT 255 VendorAdd5 TEXT 255 VendorEmail TEXT 255 VendorFax TEXT 20 VendorCell TEXT 20 VendorOther TEXT 255 VendorOther2 TEXT 255 VendorNotes TEXT 255 Table 9 Department Codes 1 FIELD IS KEY FIELD NO DUPLICATES Field Name Required in Field Type amp Size Data File DeptID KEY TEXT 20 TEXT 255 Table 10 32 Track Em User s Manual RVB Systems Group System Admin Menu Access to the System Admin menu Figure 52 is by default set to SYSTEM ADMIN security level The passwords provided with Track Em are as follows Security level User name Password Scanner User ID USER USER ADMINISTRATOR ADMIN ADMIN 999 Table 11 Any user can view the System Admin menu if the REQUIRE PASSWORD ENTRY AT STARTUP PC is set to FALSE This is the default setting See the System Setup
54. artment Inventory History Sorted by To Location Inventory History by From and To Location Cycle Count History by Category Kit Component Report Kit Asset Kit Component Report Kit Part Custom Reports Track Em User s Manual RVB Systems Group rpt3CycleHis qry3CycleCountHistory frmCycleCountHistory rpt3 InvHisCat rpt3InvHisCatPrices qry3InventoryHistory frmInventoryHistoryB yCategoryMS rpt3InvHisDept rpt3InvHisDeptPrices qry3InventoryHistory frmInventoryHistoryByDeptMS rpt3InvHis rpt3InvHisPrices qry3InventoryHistory frmInventoryHistoryByLocationMS rpt3InvHis2Locs rpt3InvHis2LocsPrices qry3InventoryHistory frmInventoryHistoryByTwoLocationsMS rpt3CycleHisCat qry3CycleCountHistory frmCycleCountHistoryCat rptParentChildA qryParentChildAA MENU mcrParentChildReports A rptParentChildP qryParentChildPP MENU mcrParentChildReports P CustomReportl CustomReport15 No query or table specified Cycle count history by selected part location Inventory history report Grouped by selected category s With or without pricing Inventory history report Grouped by selected department s With or without pricing Inventory history report Grouped by selected TO location s With or without pricing Inventory history report Grouped by selected FROM and TO location s With or without pricing Cycle count history by selected part category Includes list of all KIT records w
55. ata being sent to the PC if this option is checked The on hand quantity will show 2 after the receiving scanner s data is transferred to the PC The MINUTES GRACE value is used by the CHECK IN CHECK OUT module Track Em uses both data and time to determine when an asset is due back A book with a 1 day check out period checked out on Monday at 3 PM is due back on Tuesday at 3 PM The MINUTES GRACE value of 30 minutes would allow the same book to be checked in on Tuesday 3 30 PM without being overdue 57 Track Em User s Manual RVB Systems Group The warning message in Figure 60 appears after closing the Admin system Setup screen Track Em You must restart Track Em for changes to these settings to take effect You must reload portable scanner with USER ID NUMBERS in order for change to REQUIRE USER ID ON PORTABLE SCANNER to take effect Figure 60 58 Track Em User s Manual RVB Systems Group Advanced System Admin Menu The Advanced System Admin Menu Figure 61 allows you to customize the appearance and functionality of Track Em These options are described on the following pages Advanced System Admin Menu My Company Name Here Track Em Version 3 13 Copyright by RVB Systems Group All Rights Reserved Customize Field Captions Customize Menu Titles Report Titles Edit Menu Descriptions Set Security Set Font Size Hide _ _ Erase Selected Table __ _ Delete
56. ategory History Datasheet Reorder Reports Menu Cycle Count History By Category Cycle Count History By Location Inventory History Reports Main Menu Menu Figure 21 Product Master Table Reports Figures 22a e illustrate the Product Master Table reports The ON HAND value is a summation of all INVENTORY records associated with the product record in the Product Master table All other fields are taken directly from the Product Master Table Of the Product Master Table report options only the Products By Description report provides an option to include exclude pricing values Keep in mind that Product Master Table reports show ALL products records including products with ZERO on hand inventories Each of the CURRENT INVENTORY reports show only products with on hand inventory and the option to include exclude pricing Track Em Products Sorted by Description Report Short Description Product Number Barcode a6 MUT 1223F 123 COP PAPER 2 2 PRINTER CABLE 200001 48 RS 292 9 PIN FEMALE 1001 SPROCKET 1 Figure 22a 16 Track Em User s Manual RVB Systems Group Track kIm Products Sorted by Description Report Set this line from Advanced System Admin Menu Short Description 9 PIN PC CABLE PRODUCT 1 product 12 xoom product 2 Product Number Barcode Price Each Value 1001 45 1001 39 500 30 00 1 31 250 TZA 515 000 2 31 000 Total Figure 22b Track Em
57. ation regarding this print job Print Labels for selected E Print labels for ALL Enter umir record only records in database of Labels to Print Print Labels Figure 89a Track Em i INVENTORY table not updated No LOCATION record has been set as the INITIAL LOCATION Figure 89b 84 Track Em User s Manual RVB Systems Group Print Labels Bartender Professional Edition Method The Print Labels Bartender Profession Edition method allows you to open a Bartender label template from Track Em You can then use the Bartender SELECT RECORDS window Fig 92 to select specific records This method does not allow you to automatically update the Track Em database with inbound inventory counts or label printing history Track Em Label Printing Form Select a Label Template Type ASSETS ITEMS LOCATIONS Start Bartender and Open Selected Label Template Note This menu option requires Bartender Professional Edition or greater Figure 90 Bartender Labeling Software Setup The value in BARTENDER PROGRAM DIRECTORY shown in Figure 91 must match the location where Bartender was installed on your system This can be a directory on your local PC or a network location If you are using the Automation Edition method each ASSET and PRODUCT record in the database can be assigned a label template name This is done using the ADVANCED forms for products and assets Figures 17 and 38 If no template na
58. attery warning provides the user ample time to recharge the battery The on board battery backup provides power to the scanner if the main battery is completely drained or removed Spare batteries are recommended and available from RVB Systems Group Turning On Off the Portable Scanner The portable scanner provided with Track Em Standard has been setup to automatically start the Track Em PDT software module whenever it is powered up Press the RED button second button from bottom left hand side of keyboard to power the unit on The same button is used to turn off the scanner Hold it down until the scanner powers off 67 Track Em User s Manual RVB Systems Group Portable Scanner System Menu If for any reason you need to access the Portable Scanner System Menu use the following steps as illustrated by the RED KEYS in Figure 72 1 Power off PORTABLE SCANNER using the lt PWR gt Power key 2 PRESS and HOLD the lt CMD gt key and lt LEFT ARROWS key at the same time 3 PRESS lt PWR gt key Additional details regarding the PDT System Menu are available in the PDT User s Documentation ABC DEF GHI TL W m B G F F al ml Bl Figure 72 The screen will display the following text lt lt START MENU gt gt 1 SUPERVISOR 2 WARM START 3 COLD START WARNING DO NOT SELECT COLD START THIS WILL ERASE THE TRACK EM SOFTWARE FROM THE PORTABLE SCANNER If you accidentally sele
59. ble The FROM LOCATION will read CYCLE COUNT RECORD and the TO LOCATION will be where the counted inventory was located The original quantity for that item location is recorded Figure 34a illustrates the Add Edit Cycle Count History Datasheet option The USER field will only contain data if the REQUIRE USER ID ON PORTABLE SCANNER is selected ee ee eee Date Record Added CYCLE COUNT RECORD 123 3202007 1001 iE CYCLE COUNT RECORD 123 29 2007 1 0 cO Figure 34a You can add edit or delete records using the datasheet form Figure 34a To add a record merely start typing on the new line indicated by an ASTERICK at the start of the line After entering data for each field pressing the ENTER key will add a new record To delete a record select that record and press your DELETE key or click the DELETE menu bar button Keep in mind that you can select which columns to display using the HIDE THIS FIELD ON DATASHEETS AND FORMS option found on the CUSTOMIZE FIELD CAPTIONS option in the Advanced System Admin Menu This feature is discussed in the System Admin section of this manual Figures 34b and c illustrate 2 CYCLE COUNT HISTORY options 27 Track Em User s Manual RVB Systems Group Fa Track Em Cycle Count History Reports Select Product Product Number Short Description 1001 AB 9 PIN PC CABLE 91002 SPROCKET 1003 3 8 NUT Sort by COMPUTER EQUIP Select Category A TOOLS I Checked SORT BY CODE i
60. ccess Do not delete fields on forms if you do not want to see a specific field on a form set its VISIBLE property from YES to NO 99 Track Em User s Manual RVB Systems Group Text Box txtPO txt Ww Format Data Event Other All Control Source Decimal Places Input Mask Default Value IME Sentence Mode Validation Rule Validation Text Status Bar Text Enter Key Behavior Allow AukoCorrect Visible Display When Figure 106 There are many excellent books on the market which can help with the customization of Track Em Several of these are listed in the following table Microsoft Access Inside Out John L Viescas Microsoft Access Step by Step Online Training Solutions Inc Access This Missing Manual Matthew MacDonald Microsoft Access Forms Reports and Queries Paul McFedries Table 14 Additionally RVB Systems Group is available to help with Track em customization at our standard hourly rate Contact RVB Systems to discuss your customization requirements 100 Track Em User s Manual RVB Systems Group Microsoft Macro Security Warning Upon installation the Track Em setup program will automatically set the default directory C TrackEm3Files as a TRUSTED LOCATION in the Microsoft Access Security TRUST CENTER If you install Track Em in a different location and depending upon the version of Access you are running and the MS Access default MACRO SECURI
61. ce v Check Out Period in Days Add Update Delete Record Scrap Asset Select Picture Fa Asset Form Advanced Barcode 100001 x Asset This field can be used for extra Label Mame C5 TrackE m3Files 4ssetLab Description long descriptions The ASSET lPro btw Long DESCRIPTION field is limited to 20 characters which are Location COMPUTER ROOF i Asset 17 LCD MONITOR displayed on the portable Description arrier Status PROJECT ABC r Dept QUALITY CONTROL Make m Category COMPUTER EQUIP i Additional Track Em provides estra fields UserMum Model J101 Info which can be used to hold any data you desire Weer Num z Serial Additional Change the descriptions of user Date Info defined field on the Advanced User Date Acquired Systen Admin Menu Daily charge 0 00 Purchase Price 395 00 Additional User Boolean l Seraped M Depreciation Info 3 Check Out Period in Days 0 Method Date Last Checked Out Depreciable Additional Lite Info 4 Due Date Salvage Value 0 00 Times Checked Out Additional Last Updated 8 9 2010 10 38 36 4M Current Value 295 00 Info 5 ere UE SUPPI Select Picture Eommsnts Track Em allows you to hide un used fields _ Select Picture EC TrackEmariles Moribor jpg Next Sched Add Updat Scanned or w Maintenance Bee Delete Record Scrap Updated on PE since last reset Hodel Desc Figure 38 Figure 38 illustrates all of the fiel
62. ck Em start the PT Communications program PTCOMM and make sure that AUTO DETECT BAUD RATE button is clicked as shown in Figure 84b Selecting the TRANSFER menu and then CONNECT PORTABLE will display the screen shown in Figure 84c If the AUTO DETECT BAUD RATE is now enabled select CANCEL and retry the Track Em to scanner communications option NOTE You do NOT need to select USB port in Figure 84c even if using the USB cable The USB driver uses a VIRTUAL USB SERIAL PORT as shown in Figure 84a 79 Track Em User s Manual RVB Systems Group NOTE DO NOT HAVE PTCOMM RUNNING WHILE ATTEMPTING TO SEND DATA TO FROM SCANNER USING TRACK EM THIS WILL CAUSE A COMMUNICATIONS ERROR lt 7 PtComm File Transfers View Help Kk eaa Figure 84b Installing PT Communications PC s running Window Open Portable Window Figure 84c s 7 64 bit OS The Unitech HT630 portable barcode scanner provided with Track Em Standard requires the usage of a Unitech communications program named PTComm If you are running Windows 7 in 64 bit mode you must install this communications program using the file on the Track Em CD named as follows CD Windows 7 64 bit PT Comm JobGenPlusWithPT_ Comm msi This installation routine will also install the Unitech program named JobGen which can be used in conjunction with the Track Em Developer CD to customize the Track Em pr
63. columns to display using the HIDE THIS FIELD ON DATASHEETS AND FORMS option found on the CUSTOMIZE FIELD CAPTIONS option in the Advanced System Admin Menu This feature is discussed in the System Admin section of this manual Note Adding or Changing ASSET RECORDS using the DATASHEET method Figure 39 will NOT create ASSET History records or automatically modify the LAST UPDATED and SCANNED UPDATED SINCE LAST RESET fields in the Asset table Move Assets Change Asset Location Status Data entered from the MOVE ASSET screens Figure 40a and b will yield the following changes to the database e The existing ASSET table record is updated with the new LOCATION and STATUS CODE The lookup key is the ASSET BARCODE NUMBER The SCANNED UPDATED SINCE LAST RESET flag is set to TRUE e If the new location has a CHECKED OUT value of TRUE then the asset will be considered Checked Out A new Due Date will be calculated based upon current date time the CHECK OUT PERIOD the MINUTES GRACE value and the Weekend and Grace Day settings Consult the Check In Check Out section of this manual for more information regarding these settings Track Em will look for a CHECK OUT PERIOD value in the following order ASSET RECORD CATEGORY RECORD SETUP TABLE and use the Ist value found e Ifthe new location has a CHECKED OUT value of FALSE then the asset will be considered Checked In e Anew record is appended to the ASSET HISTORY table This record will i
64. ct COLD START and then answer YES to the ERASE ALL DATA prompt the Track Em portable scanner software will be deleted from the PDT You will need to reload the Track Em PDT program again using the RELOAD PORTABLE SCANNER WITH TRACK EM PROGRAM location on the ADVANCED SYSTEM ADMIN MENU The portable scanner will automatically turn itself off after a preset number of minutes of inactivity in order to help conserve the batteries You can change the inactivity time out value on the portable scanner Here are the steps 1 From Start Menu shown above select SUPERVISOR 2 Password 630 3 Select 5 PWR 4 Use arrow key to change from the pre set timeout value to any value you desire including NO TIMEOUT 5 Press ESC to get back to PWR menu then Supervisor Menu then COMMAND MODE 68 Track Em User s Manual RVB Systems Group Portable Scanner Keyboard The portable scanner allows you to enter numeric default and alpha characters In order to enter alpha characters you must first press the ALPHA key In ALPHA mode the cursor is an underscore In NUMERIC mode the cursor is a block In alpha mode every numeric key has 3 associated letters Press the desired key until the desired letter is displayed For example First press ALPHA to switch the system to alpha mode the cursor will be changed from block to underscore To enter A press 1 once To enter B press 1 twice To enter C press 1 three ti
65. ct Number Set this line from Advanced System Admin Menu Product Number Information Product Number Barcode Description 1001001 DiI 00PY PAPER Location 100 RECENING DOCK Locana 200 WAREHOUSE 2 NUT TOOLRGOM 15T PLR IE WASHERS TOOLROOM 1ST AR Figure 24b Track Em Inventory by Product Number Set this line from Advanced System Admin Menu Product Number Information Product Number Barcode Description Or Price Each 1001007 01001 ODOPY PAPER Location 100 RECEN IMG DOCE Z FA OD Loceton 200 WAREHOUSE Ta SubTotal Falus 3 NUT TOOLROOM 1ST AR 15 000 SubTotal Falne IE WASHERS TOOLROOM 1ST AR T2000 SubTotal Folue Total Pelue Figure 24c 19 1 Aug 10 22 Jul 10 Date Last Updated T Aug 10 22 Jul 10 Track Em User s Manual RVB Systems Group Track Em Inventory by Barcode Set this line from Advanced System Admin Menu Barcode Product Number Oty 1007001 10071001 COPY PAPER 10 RECENING DOCK ay WAREHOUSE 2 NUT TOOLROOM 15T AR IE WASHERS TOOLROOM 15T FLR Figure 25b Track Em Inventory by Barcode Set this line from Advanced System Admin Menu Date Last Barcode Product Number Oty Price Each Value Updated 100001 130100 COPY PAPER RECENING DOCK 20 0 Bea II O2Avug 70 WAREHOUSE B20 32 S00 22 Ju 10 SubTotal Valus 33 2F0 00 1203 2 NUT TGOLROOM 15T AR 15 00 SubTora Value 180 00 3150 00 2TE 30 IE WASHERS TOOLRGOM 1ST ALR Figure 25c Wa Track Em Invento
66. d Assets by Selected Location Every Location All Assets by All Assets by Every Selected Location Location Mote Click SELECT DATE buttons to display or hide calendar Double dick desired date on calendar to select date and hide calendar E Select Date Range for Report Date record created Select Start Date Select End Date Figure 47a The USER field in Figure 48a will only contain data if the REQUIRE PASSWORD ENTRY AT STARTUP ON PC and or REQUIRE USER ID ON PORTABLE SCANNER checkboxes are selected See the SYSTEM ADMIN MENU section for more information Track Em Asset History by Location Report From Asset Status Code D e Scanner User 1001 OFFICE 1001 100002 16 Monitor Sony In Service 30 Mar 07 C Count per Location 1002 OFFICE 1002 100003 16 Monitor Sony In Service 30 Mar 07 C Count per Location 17 1003 CONFERENCE ROOM 100001 17 LCD Monitor 29 Mar 07 C 100001 17 LCD Monitor 29 Mar 07 C 100001 17 LCD Monitor Out of Service 30 Mar 07 Count per Location SCRAP 100001 17 LCD Monitor 29 Mar 07 100001 17 LCD Monitor 29 Mar 07 100001 17 LCD Monitor 29 Mar 07 TF Count per Location 3 Total Count Figure 48a 37 Track Em User s Manual RVB Systems Group Track Em Asset History by Status Report Status Asset Location Dae From Scanner 100001 17 LCD Monitor CONFERENCE 29 Mar 07 E ROOM 100001 17 LCD Monitor CONFERENCE 29 Mar 07 E ROOM Count per Status 100 I
67. d with the Track Em CD It is located on the inside of the Track Em CD case Track Em User s Manual RVB Systems Group F Track Em Serial x Enter the seral number provided on the inside of the Track Em CD case Track Em Serial Click the OF Button to continue Click Cancel to abort the installation Cancel Figure 3 Portable Scanner Communications Software Setup If you are using the portable scanner sometimes referred to PDT or portable data terminal provided with Track Em Standard then you will need to install the communications software Click INSTALL PORTABLE SCANNER SOFTWARE as shown in Figure 4 select the default directory as shown in Figure 5a amp b and follow the onscreen directions PT Comm can be installed at a later time by running the program named PtCommInstall MSI located on the TrackEm installation directory as well as the Track Em CD f PTComm Manager Track Em 3 0 Welcome to the PTComm Manager Setup Wizard ees Track Em is available with an optional PORTABLE i R BARCODE SCANNER Press ENTER Install Portable Scanner Software if you The installer will guide you through the steps required to install PTComm Manager on your computer will be using this scanner Select SKIP if you are not using the portable scanner You can manually install the portable scanner software at a later time by starting the file named PTCOMM3INS EXE located on the TrackEmFiles
68. de x 1 high These labels contain a Code 39 barcode and a description as shown in Figures 87b and 87c When you select this option from the Labeling Menu the screen shown in Figure 87a will appear You can print a label for single records labels for multiple records by clicking on multiple 81 Track Em User s Manual RVB Systems Group records or labels for all records You can select to update the Label Log with what was printed Consult the Label Log section for details regarding this option If you are printing PRODUCT labels you can automatically update the Track Em on hand database table with the number of labels printed Choosing this option updates the inventory location that has been assigned an INITIAL LOCATION value of TRUE The quantity for that item located in the initial location is updated to include the number of labels printed If no location record has been set with INITIAL LOCATION TRUE then the user 1s warned and no inventory record is added Fig 89b An inventory history record will be written with the FROM LOCATION PRINT LABEL RECORD and the TO LOCATION whichever location is set to be the INITIAL LOCATION If you decide to modify any of these label templates for size and or content you will need to use the tools provided with a licensed copy of Microsoft Access These label templates are reports in Track Em named as follows Product label templates rpt3BarcodeProducts or rpt3Barcod
69. ds available in the ASSET table Many of these fields are user definable See the SYSTEM ADMIN section You can change the on screen descriptions CAPTIONS of any of these fields using the SYSTEM ADMIN ADVANCED SYSTEM ADMIN MENU CUSTOMIZE FIELD CAPTIONS Your customized caption will be shown on the form views datasheet views and simple reports The SELECT LABEL button Fig 38 allows you to specify a specific Bartender label template for a specific asset If you select a label template on this form it will be used when printing 30 Track Em User s Manual RVB Systems Group labels via the LABELING MODULE instead of the generic asset label template specified on the LABEL SETUP FORM see Labeling Menu section If a field is grayed out and has no caption then it has been disabled using the HIDE THIS FIELD ON DATASHEETS AND FORMS option found on the CUSTOMIZE FIELD CAPTIONS option in the Advanced System Admin Menu Barcode Asset Description Asset Description Long Location Nurnber 17 LCD Monitor 1003 Figure 39 You can add edit or delete records using the datasheet form Figure 39 To add a record merely start typing on the new line indicated by an ASTERICK at the start of the line After entering data for each field pressing the ENTER key will add a new record To delete a record select that record and press your DELETE key or click the DELETE menu bar button Keep in mind that you can select which
70. e You can export data from any table or report using the EXPORT option on the menu bar as described in the section titled Track Em PC System Data Import Export Form _ fox Setup Import Data Format Setup Export Data Format Tables HRAS File Format Categories f Comma Delimited Text File Current Inventory amp Excel Spreadsheet Locations Product Master Available Fields Selected Fields Barcode Barcode Barcode 4ssetDescription Asset Description AssetDescription AssetDescriptionLong Asset Description Long Add Item gt Make Make Model Model Desc ModelMumber Madel Mur z Remove Item SerialNumber Serial a Import Selected Data Import Selected Data Append Replace Figure 51b To import or export data first select the desired table name see Table 3a Next move fields from the AVAILABLE FIELDS box to the SELECTED FIELDS box The fields selected will be imported or exported in the same order they are listed in the SELECTED FIELDS box 48 Track Em User s Manual RVB Systems Group Actual Table Name tblInventory tblDept Table 3a In order to import data Figure 51b it must be stored as a comma delimited text file normally has a filename extension of TXT or CSV OR an Excel spreadsheet You will be prompted for the import or export file name You can append new data to the existing data in a table or you can replace the existing data with the imported data If you select REP
71. e automatically disabled j Relationships Analyze Database Utilities Security Medium You can choose whether or not to run potentially unsafe macros tunsafe macros Use this setting only if you have virus scanning i software installed or you have checked the safety of all documents you open i Replication Startup Visual Basic Editor Alt F11 E Microsoft Script Editor 9 Alt Shift F11 Add Ins AutoCorrect Options Customize Convert Macros to Visual Basic Options Create Menu from Macro Create Toolbar from Macro Figure 8b Shortcut Menu from Macro Figure 8a The screens shown in Figures 8c and 8d will also appear when changing the Macro Security Level You should select YES on both of these screens Track Em For the Medium or High macro security levels to function properly your computer must also be configured to block unsafe expressions amp Blocking unsafe expressions affects all users on this computer Do you want to block unsafe expressions Hide Help lt lt Open in Help Window Microsoft Jet 4 0 Service Pack 8 or later must be installed to block unsafe expressions without affecting common functionality The latest Microsoft Jet 4 0 service pack is available from Windows Update To block unsafe expressions see the About Microsoft Jet Expression Service sandbox mode Help topic which is available from the link at the bottorn of this to
72. eProductsLarge Asset label templates rpt3BarcodeAssets or rpt3BarcodeAssetsLarge Location label templates rpt3BarcodeLocations or rpt3 BarcodeLocationsLarge Bai Track Em Label Printing Form Select a Label Type ASSETS C ITEMS Description LOCATION 1 location 2 l Update INVENTORY and INVENTORY HISTORY tables with the number of labels printed Update LABEL LOG table information regarding this print job Print Labels for selected record s only Print labels for ALL records in database Number of sets of each Select Label Size group of label J 4 Use Avery Template 5160 2 5 8 x 1 Use Avery Template 5161 4x 1 Print Labels Figure 87a Track Em Asset Labels Mmea Figure 87b 82 Track Em User s Manual RVB Systems Group LASER PRINTER 17 LOO Monitor 16 Monitor Sonya 1 100001 100002 Figure 87c Printing Labels Using Bartender Deluxe Add On Track Em has been designed to work with Seagull Scientific s Bartender Labeling Software Figure 88 Bartender software is available in 2 editions Professional or Automation which can be used with Track Em Sample label templates designed with Bartender and configured to use Track Em data are also provided Prior to running the Track Em menu options which print labels using the Bartender software Bartender Automation or Professional must be installed After installing Bartender you will need to specify it s loca
73. ed PORTABLE SCANNER includes all information regarding the use of the portable scanner supported by Track Em Edit Min Max Data Lengths for Scanner PC You have the ability to specify the minimum and maximum barcode lengths for the following fields as shown in Figure 67d Asset barcodes Asset location barcodes Product barcodes Product To location barcodes Product From location barcodes The default value for all minimum lengths is 1 The default value for all maximum lengths is 20 Once you modify any of the values in this table you need to restart Track Em in order for the PC data entry screens to use the new values You also need to resend the MIN MAX values to the portable scanner Consult the portable scanner section of this manual for instructions on reloading min max values to the portable scanner 62 Track Em User s Manual RVB Systems Group g r x Min Max Data Leng Ei Asset Barcode Win Length E Asset Barcode Max Length Asset Location Barcode Min Length Asset Location Barcode Max Length Product Barcode Min Length Product Barcode Max Length Inventory From Location Barcode Min Length Inventory From Location Barcode Max Length Inventory To Location Barcode Min Length Inventory To Location Barcode Max Length Jt ttt a Figure 67d Figure 67e shows the error message which will appear when a value is entered with a length which i
74. eet form Figure 30b To add a record merely start typing on the new line indicated by an ASTERICK at the start of the line After entering data for each field pressing the ENTER key will add a new record To delete a record select that record and press your DELETE key or click the DELETE menu bar button Keep in mind that you can select which columns to display using the HIDE THIS FIELD ON DATASHEETS AND FORMS option found on the CUSTOMIZE FIELD CAPTIONS option in the Advanced System Admin Menu This feature is discussed in the System Admin section of this manual Figures 32a and 32b illustrate 2 of the 5 different methods of reporting Inventory History records You can specify a specific LOCATION PRODUCT NUMBER BARCODE CATEGORY or DEPARTMENT You can also select a date range and or include pricing information in the reports Figures 33a b and c illustrate several different inventory history reports Bt Track Em Inventory History Product Number Description 1001001 COPY PAPER 91002 SPROCKET 278 300 3 8 WASHERS RECEIVING DOCK WAREHOUSE Selected Products by Selected Products by Selected Location Every Location All Products by Selected All Products by Every Location Location Note Click SELECT DATE buttons to display or hide calendar Double click desired date on calendar to select q and hide calendar F Include Inventory Value in Report f Select Date Range for Report Date record created Select Start Date Select
75. enance Assets by Status Assets Scrapped Assets Checked Out by Category Assets Checked Out by Location Overdue Assets by Category Overdue Assets by Location Times Checked Out by Category Times Checked Out by Location Checked In Overdue Asset History by Category Asset History by Department Asset History by Location Asset History by Model Asset History by Status Assets Updated Since Last Scan Asset History by Location Days Checked Out Barcode labels Assets Barcode labels Locations Barcode labels Products Track Em User s Manual RVB Systems Group rpt3 AssetsB yStatus rpt3 AssetsByStatusPrice qryAssetReports frmAssetsB ySelection rpt3 AssetHisScrap qry3 AssetHistoryScrap MENU mcrAssetsReports AssetsScrapped rptCheckedOutB yCat qryCheckedOut frmCheckedOutReports rptCheckedOutB yLocation qryCheckedOut frmCheckedOutReports rptOverDueB yCat qryOverDue frmOverDueReports rptOverDueB yLocation qryOverDue frmOverDueReports rptTimesOutB yCat qryTimesCheckedOut frmTimesCheckedOut rptTimesOutB yLocation qryTimesCheckedOut frmTimesCheckedOut rptCheckedInOverdueB yLocation qry3 AssetsCheckInOverDueHistory frmCheckedInOverdue rpt3 AssetHisCat qry3 AssetHistory frmAssetHistoryReportsB yCategoryMS rpt3 AssetHisDept qry3AssetHistory frmAssetHistoryReportsByDeptMS rpt3 AssetHisLocation qry3 AssetHistory frmAssetHistoryReportsB yLocationMS rpt3 AssetHi
76. eport 3 Custom Report 11 Custom Report 4 Custom Report 12 Custom Report 5 Custom Report 13 __ _ Custom Report 6 __ Custom Report 14 Custom Report 7 Custom Report 15 __ _ Custom Report 8 Main Menu Figure 68 64 Track Em User s Manual RVB Systems Group Track Em Portable Scanner PDT Portable Data Terminal Track Em provides support for the Unitech HT630D portable scanner Figure 69 This portable scanner has the following features Drop Test Multiple 1 2 meter drops to concrete Sealed against moisture and dust to IP54 standards Weight 245g with battery Dimensions 168mm 1 x 67mm w x 35mm h Temperature Operation 0 C to 50 C Storage 20 C to 70 C Humidity 5 to 95 RH non condensing Batch Communications USB cable Scanner Laser Keyboard 26 alphanumeric keys Main Battery Lithium Ion 10 hours of continual use 2 5 hours to recharge Display 8 lines by 20 characters back lit The following popular linear barcode symbologies Codabar EAN 9 Code 128 Interleaved 2 of 5 Code 39 Trioptic Code 93 UPC Add On EAN 128 UPC A EAN 13 UPC E Standard memory 512k up to 4 5 MB memory available Figure 69 65 Track Em User s Manual RVB Systems Group Connection Sending Data to PC Data is uploaded to your PC from the Unitech portable scanner using a USB conversion cable or the optional communications charging cr
77. es Create table in Design view Create table by using wizard Create table by entering data Switchboard Items tblAssetExportRows tblAssetHistory tblAssetHistoryExportRows tblAssetHistory mportRows tblAsset mportRows tblAssets thlCategories tblCategoryExportRows tblCategoryImportRows thlCustomMenuOptions thiCycleCountHistoryExportRows thlCycleCountHistoryI mportRows toll mport thlImportHolding tol Inventory tolInventoryCycleHistory u uguugu guaguagaguuaguuaga E a a m a z E Be E Figure 103 tblInventoryExportRows tblInvyentoryHistory tblInventoryHistoryExportRows tblInyentoryHistoryImportRows tblInventoryImportRows tblLabelLog tblLocation tblLocationExportRows tblLocationImportRows tblParentchild tblProductExportRows tblProductI mportRows tblProducts tblSetup tblStatus tblStatusExportRows tblStatusImportRows tblUpload tblUsers After selecting one or more tables the Access database screen will appear as shown in Figure 104 You are now able to create your own custom queries forms and reports in your existing database using the data stored in Track Em ges dbi Database H Open E Design H New Pa 5 Objects BA Tables moo G D a Create table in Design view Create table by using wizard Create table by entering data thlossets E Queries E Forms tblinventory Reports Pages Macros Modules Groups Favorites Figure
78. et History by Category Reports Assets by Next Scheduled Asset History by Department Maintenance Reports Asset History by Model Reports Assets Scanned Updated _ Assets Scrapped Report Reports _ Reset Asset Scanned Main Menu Updated Flag to False Figure 41 32 Track Em User s Manual RVB Systems Group All Assets Reports The first 2 asset reports show all assets along with their associated location and status Track Em Assets Sorted by Description Report Set this line from Advanced System Admin Menu Asset Description Barcode Location 1 SONY MONITOR TORO COMPUTER ROOM PROJECT ABC 1r LOCO MONTOR 101 COMPUTER ROOM PROJECT ABC HAMMER DRILL 1201 TOOLROOM 15T FUR NEEDS REP AIR TEST RECORD i TRUCK 207 Figure 42a Track Em Assets Sorted by Barcode Number Report Set this line from Advanced System Admin Menu Barcode Asset Description Location 1 TEST RECORD 301 TRUCK 301 17 LCD MONITOR l COMPUTER ROOM PROJECT ABC 167 SONY MONITOR CI COMPUTER ROOM PROJECT ABC HAMMER DRILL l TOOLROOM 15T FLR NEEDS REPAIR 4 Figure 42b Assets by Selection Reports You can run filtered reports on the asset records by Category Department Location Status or Model Number In additional each one of these options gives you the opportunity to view all assets as well as include the current value for each asset record You are also able to view assets that are now in a dif
79. ferent current location than they were originally Figure 43e Note The MODEL NUMBER field in the Asset table and the PRODUCT NUMBER field in the Product table must match in order to run the Assets by Model Number report Track Em Assets by Selection Select Grouping Method MV Checked SORT LIST BY CODE By Category Unchecked SORT LIST BY DESCRIPTION e Department nn f Reset PREVIOUS LOCATION CODE C By Location to the CURRENT LOCATION CODE By Status for selected locations C By Model Part Reset for ALL LOCATIONS Number Select Category COMPUTER EQUIP A TOOLS OFFICE SUPPLIES FICTON BOOKS NON FICTION BOOKS E Indude Asset Value in Report Asset Report for Assets in New Location Report Asset Report for All Selected Categories for Selected Categories Categories Figure 43a 33 Track Em User s Manual RVB Systems Group Track Em Assets by Location Selected Report Location Number Barcode 005 CONFERENCE ROOM 17 LOO Monitor 100001 Gut of Service Asse mn fis Locator Total Asset Figure 43b Track Em Assets by Status Report Set this line from Advanced System Admin Menu Barcode Location Current Value Status 100 NEEDS REPAIR 1201 HAMMER DRILL TOOLROOM 1STFLR 90 00 Total Assets inthis Sttus 1 Total Value ofAssets in this Category 90 00 Status 300 PROJECT ABC 100002 16 SONY MONITOR COMPUTER ROOM 350 00 100001 17 LCD MONITOR COMPUTER ROOM 295 00
80. formation related to the print job Track Em Developer ADD ON includes the following e Source code and documentation for the Track Em PC database system and the Track Em portable scanner software The Track Em database allows you to track ASSET and INVENTORY data Things are considered ASSETs if they have unique numbers such as serial numbered office equipment tools or legal documents Things are considered INVENTORY if two of them have the same part number ie barcode number such as two cases of copier paper or two boxes of screws ASSETS can be assigned a LOCATION STATUS DEPARTMENT MODEL NUMBER and a CATEGORY The status field can include an actual status code or any information such as user name There are dozens of additional fields for assets including serial number date acquired next scheduled maintenance and purchase price INVENTORY is stored by location and the on hand quantity is totaled for each location Moving inventory to a location that has been designated to deplete inventory reduces on hand inventory This can include customers projects work stations or physical locations Inventory is increased in the system by using the RECEIVE INVENTORY option The terms PARTS PRODUCTS ITEMS and INVENTORY are used as throughout this manual to define INVENTORY 4 Track Em User s Manual RVB Systems Group Track Em includes the ability to create KITS ASSEMBLIES track inventory levels for these
81. gure 97b Database Connection Setup Database Connection Setup All Databases TrackEm3 EBB thlassets B Additionalinfot B Additionalinfo2 B Additionalinfo3 B AdditionalInfo4 B Additionalinfos B AssetDescription B AssetDescriptionl B Barcode B Category 8 Comments B Currentvalue S DateAcquired S DepartmentNumt S DepreciableLife gt ete v j re S DepreciationMett EE z es v Tables Query Sort SQL Options Status Browse Ir 3 Tables Query Sort SOL Options Status Browse EB thlAssets Cluse Custom SQL Statement B Additionalinfot r S Additionalinfoz SELECT Barcode AssetDescription FROM tblAssets WHERE Barcode S Additionalinfo3 QueryPromptt S Additionalinfo4 Database 8 AdditionalinfoS Name TrackEm3 S AssetDescription Alias none E AssetDescriptionl Type ODBC Data Source B Barcode B Category Database Type ACCESS S comments File Directory C TrackEm3Files TrackEm3 B currentValue S DateAcquired 8 DepartmentNumt B DepreciableLife Figure 97c Figure 97d ODBC Setup for Labels Track Em will automatically setup the ODBC DSN Open Data Base Connectivity Data Source Name described in the preceding section This DSN will allow Track Em to properly print labels designed using Seagull Scientific s BarTender software In the event this ODBC DSN is accidentally deleted or modified the following steps should be
82. he Location table Status data for Assets is entered from the System Admin menu Keep in mind that status information is optional If you do not want to record status information leave it blank on the PC form or merely press the ENTER key on the portable scanner at the status prompt Status data can be a code a descriptive word a person s name or anything else Status Codes Status hoo Status In Service Description Record 14 4 1 gt on mek of 2 Figure 56a Status Status Description Cc NEEDS REPAIR IN SERVICE OUT OF SERVICE PROJECT ABC QA HOLD QA REJECTED Figure 56b The Category table is used by both Assets and Inventory It is an optional but recommended field in both tables Examples of categories for a library might be FICTION BOOKS NON FICTION BOOKS REFERENCE MATERIALS etc Examples of categories for computer equipment might be MONITORS PRINTERS etc 0 Categories DER Category ID fi Category DFFICE SUPPLIES Name Check out 5 period in DAYS Track Em will look for a CHECK OUT PERIOD value in the following order ASSET RECORD CATEGORY RECORD SETUP TABLE and use the 1st value found Record 14 4 1 gt gt of 5 Figure 57a 55 Track Em User s Manual RVB Systems Group Category ID Category Name Check Out Period in Days b 1 OFFICE SUPPLIES 5 PC CABLES MISC HARDWARE PE MONITOR PRINTER NON FICTION BOOKS FICTION BOOKS REFERENCE BOOKS Fig
83. he background Additionally you will be able to create new objects reports forms queries tables etc using MS Access Track Em User s Manual RVB Systems Group When Track Em first starts a COPYRIGHT screen Figure 9a will appear for 3 seconds You can select a CUSTOM LOGO to appear as shown in Figure 9b using the SETUP FORM on the System Admin Menu Fig 59 If you are running the demo version of Track Em this screen will indicate the remaining number of times the system can be started Track Em Track Em Track Em Copyright 2003 2011 RVB Systems Group Al Track Em Copyright 2003 2011 RVB Systems Group All Rights Reserved Rights Reserved RVB RVB SYSTEMS GROUP Figure 9a Figure 9b Track Em allows you to select whether or not to require a username password entry at startup The default method is to not require user name password Consult the SYSTEM ADMIN section of this manual for details regarding how to enable or disable the password entry requirement The system is shipped with two accounts one is an ADMINISRATOR account and one is a USER account You can modify these accounts using the SYSTEM ADMIN MENU once Track Em is started These two accounts are Security level User name Password ADMINISTRATOR Table 1 Enter USER NAME and PASSWORD and CLICK CONTINUE Enter User Name Enter Password Continue Cancel Form View es Figu
84. here the parent record is an asset Includes list of all KIT records where the parent record is a product item These reports serve as place holders for users that need to create custom reports using the tools provided with Microsoft Access MENU mcrCustomReports Custom1 to 15 Table 13 Customizing Track Em The Track Em program was developed using Microsoft Access The file named TrackEm3 mdb is a Microsoft Access database file that contains forms reports queries data tables objects and source code developed using Visual Basic for Applications VBA If you own a licensed copy of Microsoft 2003 or higher you can edit any of these Track Em objects using Access In order to view or edit any of these objects press and hold the SHIFT key when starting Track Em This will prevent the Track Em startup macro from running and the Access database window will be displayed WARNING DO NOT DELETE ANY OF THE FIELDS IN ANY OF THE TRACK EM TABLES There are numerous lines of VBA code which reference all of the fields contained in the Track Em tables If you do not need a specific field you should use the tools provided with Track Em on the Advanced System Admin Menu to HIDE that field You should always create a backup of the entire database file C TrackEm3Files TrackEm3 mdb prior to starting any customization You can modify the design and layout of any Track Em form or report using the tools provided with MS A
85. ies Departments System Setup Advanced System Admin Menu Customize Field Captions Customize Menu Title and Option Descriptions Erase Tables Delete History Records Edit Min Max Data Lengths Custom Reports Menu Track Em Portable Scanner Connection Send Data to PC Battery Charging Portable Scanner System Menu Portable Scanner Keyboard Setting Date Time on Scanner Change Scanner Beeper Volume Track Em Portable Scanner Software Portable Scanner Security Screen Portable Scanner Main Menu Options Receive Items Ship or Move Items Cycle Count Items Track Assets Data Edit Menu Data Lookup Menu Portable Scanner Communications Setup USB Driver Portable Scanner Communications Software Installing PT Communications PC s running Windows 7 64 bit OS Reload Portable Scanner with Track Em Program Track Em Label Printing Module Printing Labels Track Em Standard Method Printing Labels using Bartender Deluxe Add On Bartender Labeling Software Setup Label Log Modify Default Label Templates ODBC Setup for Labels Running Track Em over a Network Linking Track Em to another Database Track Em System Files Track Em Reports Customizing Track Em Microsoft Macro Security Warning Track Em Support 101 104 Track Em User s Manual RVB Systems Group Track Em System Introduction Track Em is a PC based inventory and asset tracking system It was developed for ease of use righ
86. igure 93c 86 Track Em User s Manual RVB Systems Group Track Em Label Log Report By Mouth Jiem Description of Labels Date Label Name April 2007 100002 16 Monitor Sonya q 09 Apr 07 CTrackkEmsFilesi4 lt sce Label btw Figure 93c How to Modify Default Label Templates The label templates provided with Track Em named AssetLabel btw LocationLabel btw and ProductLabel btw for printing a single database record one at a time with Bartender Automation AssetLabelAll btw LocationLabelAll btw and ProductLabelAll btw for printing all Track Em database records at one time with Bartender Automation Professional Edition templates AssetLabelPro btw LocationLabelPro btw and ProductLabelPro btw are simple examples of labels you can print using Track Em and BarTender Your application will likely require more complex labels The simplest method of creating new labels for your application is to open the existing label template Fig 94 AssetLabel btw and save it as another filename You can then add objects onto the new label template The label templates used by the Automation Edition method to print individual database records include an SQL clause that targets a specific record in the Track Em database This clause is illustrated in Figure 97b The Automation edition templates designed to print all records at once as well as the label templates used by the Professional Edition method do not include this clau
87. ion Over Due Assets by Over Due Assets by Selected Category Every Category Over Due Assets by Over Due Assets by Selected Location Every Location Figure 50c Track Em Over Due by Location Report Barcode Description Category Status Code and Description Location JOI MS JONES 15T GRADE CLASSROO 20003 WRITING FOR BEGINNER FICTION BOOKS MA2 OT LASSIE COME HOME FICTION BOOKS AA 42007 a 2007 MY FRIEND S HOUSE PA FICTION BOOKS AA 42007 a i2007 INDIAN SUMMER FICTION BOOKS AA 42007 oe 200F7 RED PONY FICTION BOOKS AA 42007 oe 200 7 Total Over Due by Location Toini Over Due Figure 50d Locations can be a physical location MS JONES 1 GRADE CLASSROOM a virtual location such as a project or they can be a person JOHNNY JONES 2 GRADE 42 Track Em User s Manual RVB Systems Group Wai Track Em Checked Out by Category Location Select COMPUTER EQUIP Category l de 3 OFFICE SUPPLIES SORT BY CODE FICTON BOOKS NON FICTION BOOKS Select 30 TRUCK 301 Location J Checked SORT BY CODE Checked Out Assets by Checked Out Assets by Selected Category s Every Category Checked Out Assets by Checked Out Assets by Selected Location s Every Location Figure 50e Track Ekm Checked Out by Category Report Sarcode Description Location Code and Description Status Code and Description Category FICTION BOOES 20009 he FUR DAY MS JONES 15T GRADE CLASSROO S000 943 2007 fatal checked aut hy categ
88. is appended to the ASSET HISTORY table The asset s previous location will be written to the history record s FROM LOCATION field and the new location will be written to the TO LOCATION field For CHECK IN records it will also include the DUE DATE and a T F value for CHECKED IN OVERDUE If the asset is a kit then the associated component records will be assigned new locations and history records for the component movement usage for inventory will be added The SCANNED UPDATED SINCE LAST RESET flag for this asset is set to TRUE As noted above new assets can be added default or optionally treated as invalid entries and not added Note Figure 59 illustrates how to specify whether to add new assets or treat them as invalid entries The user can enter descriptions on the portable scanner for new assets After the data is transferred from the portable scanner to the PC i e after the data is inserted into the appropriate database tables a temporary file named 74 Track Em User s Manual RVB Systems Group C TrackEm3Files PDT_DATA ASSETS SAV is stored on the PC in the event you need to use the data in another application It contains multiple lines each line containing a LOCATION BARCODE STATUS CODE optional USER ID optional NEW ASSET DESCRIPTION only for new assets and DATE TIME record was entered on the scanner NOTE If a scanned barcode contains fewer characters that the specified MINIMUM
89. itle has been customized make sure to set the title when open the portable window To connect HT 630 or PT 630 or PT 600 or PT 700 please warm start the portable To connect PT 815 or PT 805 please set the portable at the prompt screen To connect PT 900 or PT 930 please make sure the MultiBay program is running in the portable To connect PT 500 please set the portable at main menu status by pressing the menu button You may also try to increase the delay when select com port v Cancel Figure 71a x There was an ERROR getting data From the POT Try the Following Check the CABLE CONNECTION Check the COMM PORT NUMBER SELECTION Did you select the correct FILE TYPE Does the POT contain data For the file type you selected Figure 71b Figure 71a is displayed in the event of a communications error Press CANCEL and correct the problem Figure 71b is shown for any of the following reasons e Communications cable is disconnected OR portable scanner is not properly seated in cradle e Incorrect COMM PORT selected See USB Driver section e Incorrect file type selected i e No data of the type selected was found on the on portable scanner e Portable scanner data directory C TrackEm3Files PDT_Data does not exist on the local PC e The attributes of the Track Em directory has been set for READ ONLY e The attributes of the file C jgp sts have been set for READ ONLY Track Em User s Manu
90. k Em to not delete inventory records with zero quantity via the SYSTEM SETUP FORM You can also elect to keep negative inventory levels This option is useful if the user needs to physically move items before receiving data is transferred from a scanner e Note Not all locations will be displayed in the FROM LOCATIONS dropdown list box only those locations that actually contain the item selected e Anew record is appended to INVENTORY HISTORY table 15 Track Em User s Manual RVB Systems Group Inventory Reports Menu The INVENTORY REPORTS MENU Figure 21 contains ready to use reports Track Em report formats can be modified if you own a full version copy of Access 2003 or above Consult your Access documentation regarding report modifications If you are using the run time version of Access provided with Track Em you do not have the ability to make changes to the format of these reports Inventory Reports Menu My Company Name Here Track Em Version 3 13 Copyright by RVB Systems Group All Rights Reserved All Products Sorted by Current Inventory by Description Location Reports All Products with Prices Current Inventory by Product Sorted by Desc Reports All Products Sorted by Current Inventory by Vendor Number Reports All Products Sorted by Current Inventory by Barcode Category or Department All Products Sorted by Add Edit Cycle Count C
91. l RVB Systems Group templates used by the Professional Edition method do not include this clause You can target a specific Track Em database record using the Professional Edition by selecting the SELECT RECORDS button on the PRINT MENU Figure 92 Consult the Bartender Help Files for additional information regarding selecting database records Select Records Record gt Pi of 5 el E ClShow All Fields 1001 RS 232 9 PIN FEMALE 1 i NUT 2 omm 200001 Selected Records Show Records dae al Example 1 3 7 10 50 Figure 92 Label Log When you print using the Automation Edition method you also have the option to update the Label Log file regarding this print job If you select this option a record is added to the Track Em database for each label printed You should periodically purge this information using the screen shown in Figure 93a amp Track Em Delete Label Log Delete Label Log Options Delete all records older than 6 months C Delete all records older than 1 year C Delete all records older than selected date Selected Date Figure 93a You can view add edit records in the Label Log table using the menu option titled Add Edit Label Log Data Datasheet Figure 93b a a a a gt 16 Monitor Sol 490007 C TrackEm3File 100002 Figure 93b You can view a report showing all Label Log data using the menu option titled Label Log Report F
92. l Log Products Erase Seleted Table Figure 66a Track Em Are you SURE you want to ERASE the Label Log table Figure 66b The following tables contain sample records Assets Asset History Category Cycle Count History Departments Inventory Inventory History Locations Label Log Products Status Codes Parent Child Relationships Kit Components Vendors Delete History Records Whenever an asset is moved or has its status changed or a product is received moved or consumed or a cycle count record is recorded a history record is stored in the database These records are stored in the Asset History Inventory History or Cycle Count History tables You can delete old history records using the Delete History options You can delete records older than 6 months 12 months or use the calendar to select the age of any group of records to delete You should backup the database file TrackEm3 mdb prior to deleting any history records 61 Track Em User s Manual RVB Systems Group Al Track Em Delete Asset History Delete Asset History Options Delete all records older than 6 months C Delete all records older than 1 year C Delete all records older than date selected using calendar Delete All History Records Older than 11 5 2012 Delete Asset History File Records Figure 67a Track Em Figure 67b Portable Scanner Options The section of the manual titl
93. ll not have the ability to make changes to these screens unless you purchase the TRACK EM DEVELOPER ADD ON For detailed technical information regarding operation of the portable scanner consult the portable scanner user s manual that was provided with the Track Em CD Portable Scanner Security Screen You can select to use scanner security or not If enabled the user keys in their ID number Figure 73a ID numbers are assigned along with USERNAME and PASSWORDS as described in the System Admin section of this manual When scanner security is enabled all transactions will be tagged with the user s ID number If you enter an invalid USER ID the screen shown in Figure 73b will be displayed Track Em 3 1 You have entered an invalid user ID isecurity 15 ENABLED Please try again OR ENTER USER ID Consult the user s manual to turn off scanner security ens 00060 LLL EE EE EE l Track em System 3 1 1 RECEIVE ITEMS 2 SHIP or HOVE ITEMS 3 c icjL E COUNT ITEMS 4 TRACK ASSETS 5 DATA EDIT MENU 6 DATA LOOKUP MENU ENTER CHOICE Figure 73c The Main Menu Figure 73c has 6 options These are L Receive Items used to receive anything with non unique numbers pm Ship or Move Items used to ship move anything with non unique numbers a Cycle Count Items 4 Track Assets use to track anything with unique numbers 5 Data Edit Menu 6 Data Lookup Menu When in any of the
94. located on the ACCESS RUNTIME FILE directory on the Track Em CD Microsoft Office Access 2003 Runtime Setup is Microsoft Office Access 2003 Runtime Setup EOK Microsoft Office Access 2003 Runtime Summary Setup is ready to begin installing and will perform the following tasks Install the following Microsoft Office 2003 applications amp Access Runtime Run from My Computer Space Required17 MB Space Available27 GB lt Back l Install Cancel Figure 6b Track Em PC System i Microsoft Office Access 2003 Runtime m fa a ta Setup Completed Microsoft Office Access 2003 Runtime Setup has completed successfully There may be additional components or security updates available online Check the box below to visit the Office site in your browser after Setup is finished Check the Web for updates and additional downloads Elnish Figure 6c The Track Em PC software consists of one file named TrackEm3 mdb and dozens of companion files located in the same directory The file named TrackEm3 mdb is a Microsoft Access database file that contains forms reports queries data tables objects and source code developed using Visual Basic for Applications VBA If you own a licensed copy of Microsoft Access you can edit any of the existing Track Em objects using Access If you purchase the DEVELOPER ADD ON you will be able to edit any of the VBA Visual Basic for Applications code that runs in t
95. me is assigned to a specific item then the template name entered in the Label System Setup screen Figure 91 will be used Track Em Bartender Label System Setup Bartender Enterprise Edition Parameters Product Label 47 rackE milesi Product Product Label C TrackEm3Files ProductL lt Select Label abel btw abel ll btw Single Record Asset Label E TrackEmiFiesWAsselLab lt Select Label acca aaa lt Select Label Single Record jel btw i Location C TrackEm3Files Location panies ere ore ae lt Select Label Label Single Label btw San Record Bartender Command P X Line Parameter s Bartender Professional Edition Parameters Bartender Product C TrackEm3Files ProductLabelPro btw lt Select Label Label Bartender Asset C TrackEm3Files 4ssetLabelPro btw lt Select Label Label Bartender C TrackEm3Files LocationLabelPro btw lt Select Label Location Label Bartender Program C Program Files Seagull B arT ender 8 O bartend exe 3 Directory lt Select Location Figure 91 The BARTENDER COMMAND LINE PARAMETER setting in Figure 91 is the default value and should not be modified without carefully consulting the Bartender software help files The label templates used by the Automation Edition method include an SQL clause that targets a specific record in the Track Em database This clause is illustrated in Figure 97b The label 85 Track Em User s Manua
96. mes After entering letters you must press the ALPHA key again to return to NUMERIC mode Setting Date Time on Scanner The portable scanner supported by Track Em records the date and time that each record is collected The date time on the scanner provided with Track Em Standard has been pre set for Eastern Standard Time You can use the Track Em Advanced System Admin Menu to set the scanner to match your PC s current date time You can also modify the date time for different time zones by following these steps Access the Portable Scanner System Menu as described on page 61 Select SUPERVISOR and type 630 for the password and press lt ENT gt Press the lt ESC gt key Press and hold the lt CMD gt key Select 8 SET Select 1 DATE amp TIME Enter the correct date time using the arrow and number keys Press the lt ESC gt key and then turn the scanner off and on again Sa OS OU ee Change Scanner BEEPER Volume 1 Press the lt CMD gt key Press the lt SP gt key located directly above the lt CMD gt key 3 Continue to press the lt SP gt key until desire BEEPER volume is selected HIGH MEDIUM LOW OFF 69 Track Em User s Manual RVB Systems Group Track Em Portable Scanner Software The following section describes the Track Em portable barcode software module that resides on the PORTABLE SCANNER Figure 69 as well as basic operations of the portable barcode scanner You wi
97. mpany Name Here Track Em Version 3 13 Copyright by RVB Systems Group All Rights Reserved Add Edit Inventory History Datasheet Inventory History by To Location Reports Inventory History by To and or From Location Reports Inventory History by Category Reports Inventory History by Department Reports Inventory Reports Menu _ Main Menu Figure 30a The USER field in Figure 30b will only contain data if the REQUIRE PASSWORD ENTRY AT STARTUP ON PC and or REQUIRE USER ID ON PORTABLE SCANNER checkboxes are selected See the SYSTEM ADMIN MENU section for more information The FROM LOCATION will always read RECEIPT RECORD for receiving records The PURCHASE ORDER field is an optional entry on the receiving forms as well as the portable scanner From Location To Location Qty Date Record Added Barcode LastPrice User Frorn Scanner PurchaseOrder gt ee 3 28 2007 1001 A 3 29 2007 2 3 28 2007 1001 125000 3 29 2007 123 3 29 2007 2 3 29 2007 1 Figure 30b Access 2007 and above will automatically display a calendar for date fields when using Datasheet mode Barcode t Location Qty DatelastUpdated 1 99 4 17 2007 5 4 April 2007 b SMTWTFS 10 1234567 4 8 9 10 1112131 25 22 23 24 25 26 27 28 0 29 30 Figure 31 24 Track Em User s Manual RVB Systems Group You can add edit or delete records using the datash
98. n Includes on hand quantity but no locations With or without pricing Report show all records in Product Master table and is sorted by part number Includes on hand quantity but no locations Current inventory records Includes on hand inventory and re order point Includes all items Current inventory records Includes on hand inventory and re order point Only includes items that need to be re ordered Current inventory records by selected primary vendor Includes on hand inventory and re order point Only includes items that need to be re ordered Current inventory records by selected alternate vendor Includes on hand inventory and re order point Only includes items that need to be re ordered Current inventory records sorted by product barcode With or without pricing Current inventory grouped by selected category s With or without pricing Current inventory grouped by selected department s With or without pricing Current inventory sorted by product description With or without pricing Current inventory grouped by selected location s With or without pricing Current inventory sorted by product number With or without pricing Current inventory records by selected primary vendor With or without pricing Current inventory records by selected alternate vendor With or without pricing Cycle Count History by Location Inventory History Sorted by Category Inventory History Sorted by Dep
99. n Asset Kit is the only method of automatically modifying its associated component records 39 Track Em User s Manual RVB Systems Group Action Kit parent record is Component record Component record Inventory ASSET Asset Assigns new location to Assigns new location to Do the following IF new location s the kit master record asset component records value for Delete Components from Write history record for Write history records for Inventory when Asset type Kit or kit master record asset components Assembly moved to this location is PAU Consume delete kit inventory components Write history records for inventory components Create Add update kit master Consume delete kit inventory Inventory inventory record components Kit Write history records Write history records for for kit master record inventory components Move Move kit master record Inventory just like any other Kit component records are NOT Kit inventory movement moved when kit master record is Write history record for moved kit master record Table 2 fe Track Em Create Kit Screen Select PRODUCT from List Product Number Short Description To Inventory ww Location Barcode Quantity Created Work Order Note You must assign KIT COMPONENT relationships prior to creating KITS Consult the User s Manual for additional information regarding kits Update Figure 49c Reports are available that show existing
100. n Service 100002 16 Monitor Sony OFFICE 1001 30 Mar 07 F 100003 16 Monitor Sony OFFICE 1002 30 Mar 07 F Count per Status 200 Out of Service 100001 17 LCD Monitor CONFERENCE 30 Mar 07 E ROOM Count per Status SCRAP 100001 17 LCD Monitor 29 Mar 07 E 100001 17 LCD Monitor 29 Mar 07 E 100001 17 LCD Monitor 29 Mar 07 E Count per Status 3 Total Count Figure 48b Track Em Asset History by Category Asset Location Dae From Scanner Category PC MONITOR 100001 17 LCD Monitor CONFERENCE 30 Mar 07 E ROOM Count per Category Total Count Figure 48c Note The MODEL NUMBER field in the Asset table and the PRODUCT NUMBER field in the Product table must match in order to run the Asset History by Model Number report Kit Assembly Menu Track Em allows you to track the movement of kits assemblies and their associated components The kit must first be assigned a parent number This parent number can be either an asset or inventory Kits are considered an ASSET if they have unique numbers such as serial numbered office equipment tools or legal documents Kits are considered INVENTORY if 2 kits have the same number such as two boxes of copier paper 38 Track Em User s Manual RVB Systems Group Kit Assembly Menu THIS IS MY COMPANY Track Em Version 3 18 Copyright by RVB Systems Group All Rights Reserved Create Kit Assembly _ Kit Component Report Parts _ Set Kit
101. nable See the SYSTEM ADMIN section You can change the on screen descriptions CAPTIONS of any of these fields using the SYSTEM ADMIN ADVANCED SYSTEM ADMIN MENU CUSTOMIZIED FIELD CAPTIONS Your customized caption will be shown on the form views datasheet views and simple reports The SELECT LABEL button Fig 17 allows you to specify a specific Bartender label template for a specific product number If you select a label template on this form it will be used when printing labels via the LABELING MODULE instead of the generic product label template specified on the LABEL SETUP FORM see Labeling Menu section If a field is grayed out and has no caption then it has been disabled using the HIDE THIS FIELD ON DATASHEETS AND FORMS option found on the CUSTOMIZE FIELD CAPTIONS option in the Advanced System Admin Menu Many of the Track Em forms such as any the forms shown the previous page can be used with the tethered corded scanner provided with Track Em Lite Merely scan the barcode and the associated database record will appear on the form You can add edit or delete records using the datasheet form Figure 18 To add a record merely start typing on the new line indicated by an ASTERICK at the start of the line After entering data for each field pressing the ENTER key will add a new record You must move to the next line in order to add the entire record Note Each PRODUCT record MUST have a unique BARCODE NUMBER Each rec
102. nclude the asset s previous location as well as new location For CHECK IN records it will also include the DUE DATE and a T F value for CHECKED IN OVERDUE e If the asset is a KIT then records for any assets or inventory associated as a component with this asset will be modified and appropriate history records will be created See the KIT MENU section for more information about kits 31 Track Em User s Manual RVB Systems Group Al Track Er Fixed Assets Move Menu Asset Locaton Barcode Asset Barcode Optional Entry Update W Retain last location on drop down after clicking UPDATE Figure 40a Track Em Fixed Assets Move Menu Asset Location CR xX Barcode Asset Barcode L00001 Asset Status 300 Optional Entry Update Retain last location on drop down after clicking UPDATE Figure 40b Assets Reports Menu The ASSETS REPORTS MENUs Figure 41 contains ready to use reports showing the current status of assets and all recorded changes to assets location or status Asset History reports Assets Reports Menu My Company Name Here Track Em Version 3 13 Copyright by RVB Systems Group All Rights Reserved All Assets Sorted by Add Edit Asset History Description Datasheet All Assets Sorted by Barcode Asset History by Location Number Reports 2 Assets by Selection Reports Z Asset History by Status Reports Assets by Date Acquired _ Ass
103. ng error message appears L You tried bo perform an operation involving a Function or Feature thak was nok installed in this version of Track Em Figure 12c Access 2007 produced error message without MS Office Service Pack 2 installed onan ae TOOLS FIRST PREVIOUS REC NEXT LAST NUMBER OF RECORDS Figure 12d Record 4 DATASHEET MODE TOOLS Category OFFICE Sl Pl CABLE d MISC HAR Category ID ARROW IS CURRENT RECORD INDICATOR ASTERISK IS NEW RECORD LINE INDICATOR Figure 12e To add a record in DATASHEET MODE merely start typing on the new line indicated by an ASTERICK at the start of the line After entering data for each field pressing the ENTER key will add a new record You must move to the next line in order to add the entire record 10 Track Em User s Manual RVB Systems Group Main Menu The Track Em menu system allows you to easily open forms and reports If you enable the PASSWORD OPTION on the Track Em PC program you can select password protection for individual menu options You can easily customize the menu banner which reads My Company Name Here by default Additionally you can rename menu descriptions change the font size or hide unwanted menu options Consult the System Admin section of this manual for details Main Menu THIS IS MY COMPANY Track Em Version 3 18 Copyright by RVB Systems Group All Rights Reserved Inventory Data Entry Menu Assets Data E
104. nt History Selected dg e ey e E EE po Product s and All Categories ee oe y AA Cycle Count History by All Froducts and Selected l e z Category s Products and All Categories E Select Date Range for Report Select Start Date Select End Date Note Only Barcodes and Locations associated with CYCLE COUNT HISTORY RECORDS are available via this screen Note Click SELECT DATE buttons to display calendar Double cick desired date on calendar to hide calendar Figure 34b Track Em Cycle Count History Sorted by Location Barcode Date Product Number NewOQty Original Oty Date To Location 1 LOCATION 1 7863 2863 133 01 Apr 08 MOT USED To Location 2 333 333 ITEM 333 24 01 Apr 08 NOT USED Figure 34c 28 Track Em User s Manual RVB Systems Group Assets Data Entry Menu Track Em defines ASSETS as items that are uniquely numbered like computers documents or tools ASSET records contain information about a specific ASSET including its current location and status ASSET HISTORY records show where an asset has been and what its status was at that time Assets Data Entry Menu THIS IS MY COMPANY Track Em Version 3 18 Copyright by RVB Systems Group All Rights Reserved Add Assets Move Assets Add Edit Assets _ Move Assets Picture Add Edit Assets Picture Add Edit Assets Advanced Add Edit Assets Datasheet Main Menu Figure 35
105. ntry Menu _ Inventory Reports Menu Assets Reports Menu _ Kit Assembly Menu Check In Check Out Menu _ Send Portable Barcode Labeling Menu Scanner Data to PC _ Import Export Selected Data Custom Reports Menu System Admin Menu _ Exit Track Em Figure 13 Inventory Data Entry Menu The Inventory Data Entry Menu allows you to enter Master Product Data and Current Inventory Data These are two distinct types of records The Master Product Data table contains one detailed record for each product Track Em defines PRODUCTS as items that are not uniquely numbered like boxes of printer paper pipe fittings or other non serialized items PRODUCT records contain information about a specific product information such as description price category department vendor and reorder quantity The Current Inventory Data table contains inventory level records for the products including location and quantity on hand INVENTORY records contain only the product number location quantity in that location and date last updated The Inventory Data Entry Menu is shown in Figure 14 This table can contain multiple records for the same product barcode because it contains one record for every location where that barcode is currently located Track Em allows you to enter a different number for a product s PRODUCT NUMBER and BARCODE NUMBER in the PRODUCTS table This is helpful when you need to run reports based upon his
106. ogram residing on the Unitech HT630 portable barcode scanner Reload Portable Scanner with Track Em Program This menu option Figure 85 opens the Portable Scanner Communications program and automatically re loads the scanner with Track Em You should always erase any existing data on the PDT before reloading it with the Track Em program Program Scanner WARNING This options should only be used if the portable scanner does not display the Track Em scanner menus when it is turned on This option will take several minutes 3 files will be sent to your scanner drivers screen password settings Make sure your scanner is connected and click the button below NOTE You must First COLD BOOT the scanner in order to ERASE ALL EXISTING DATA prior to running this option Click to Send Program fo Portable Scanner Figure 85 The batch file consists of the following lines 80 x Track Em User s Manual RVB Systems Group ECHO Download Track Em for HT 630 ADDRESS A PORTABLE HT 630 DIRECTION Download FASTSPEED yes FILE OVERWRITE C TRACKEM3FILES HT AUTOEXEC EXE JOB S EXECUTION FILE FILE OVERWRITE C TRACKEM3FILES HT DATAEDIT EXE DATA EDIT FILE FILE UPDATE CHECKROM OVERWRITE C TRACKEM3FILES HTVJENG EXE JOB ENGINE FILE OVERWRITE C TRACKEM3FILES PASSWORD TXT USER ID LOOKUP FILE FILE OVERWRITE C TRACKEM3FILES MINMAX TXT MIN MAX LOOKUP FILE If you installed the
107. oms a To F software and 2 versions cannot be open at DataFiles CCCs Files thE SAME ME RECEIWING C TrackEm Files PDT_DATA productr t Select File RECEIVING C TrackEm3Files Productln_httk Select File SHIP Z MOYE 9 C TrackEm Files PDT_Data producto tst Select File SHIP Z MOVE 9 C TrackEmFiles ProductOut_httl Select File CYCLE COUNT C TrackEm3Files PDT_Data cycle tst Select File CYCLE COUNT C TrackEm3Files cycle_httk Select File ASSETS CMTrackEmFiles PDT_Data Assets txt Select File ASSETS E TrackEmFiles assets_htttk Select File Product Desc EATrackEm3Files ilookup tet O Select File Product Desc EsTrackEm3Files p_desc_httk Select File Location Desc EATrackEm3Files lookup tet Select File Asset Desc EATrackEm3Filess a_desc_httk Select File Asset Desc CATrackEm3Files alockup ttt 00 Select File Location Desc EsTrackEm3Files _desc_httrk Select File Status Desc C TrackEm3Files slookup tet 00o Select File Status Desc Es TrackEm3Files s_desc_ht trk Select File User Names EMTrackEm3Files users tat 000 Select File Users E TrackEm Files user_codes_httr Select File Password EMTrackEmFiles passwordtxt SelectFile Min 7 Max Es TrackEmFiles minmax_httk Select File Hin 7 Max Vals EMTrackEm3Files minmax tet c elect File Pgm Scanner E TrackEm Files hta pch c elect File Batch Status EMfionsts Select File Check Batch Status File Figure 83 Note The values in the PORTABLE BARCODE SCANNER S
108. or more than the specified MAXIMUM the portable barcode scanner will emit an error tone and then require you to scan a different barcode Consult the System Admin section of this manual for more information on setting MIN MAX values DATA EDIT MENU The Data Edit Menu Figure 78 allows you to see how many records have been added for each type of data Figure 79a It also allows you to delete accidentally entered data You can delete invalid records from the portable using one of three methods You can merely delete the most recent record added Figure 79b you can delete all records and start over Figure 79c or you can scroll through the entire record set and select the specific record you wish to delete Figure 79d Enter choice DATA EDIT MENU 1 SHOW RECORD COUNT 2 DELETE LAST RECORD 3 DELETE ALL RECORDS i 4 D E L SELETED RECORD DISPLAY RECORD COUNT 1L RECEIVE ITEMS 2 SHIP OR MOVE ITEMS 3 CYCLE COUNT ITEMS 4 TRACK ASSETS ENTER DATA TYPE CHOICE a a ed Figure 79a DELETE ALL RECORDS 1 RECEIVE ITEMS 2 SHIP OR MOVE ITEMS 3 CYCLE COUNT ITEMS 4 TRACK ASSETS Enter choice I I eee on om aae ame ome a oe om Figure 79c DELETE LAST RECORD 1 RECEIVE ITEMS SHIP OR MOVE ITEMS 3 CYCLE COUNT ITEMS 4 TRACK ASSETS Enter choice DELETE SELECTED REC 1 RECEIVE ITEMS SHIP OR MOVE ITEMS 3 CYCLE COUNT ITEMS 4 TRACK ASS
109. ord must be assigned a part number but this field can be the same for more than one record Barcode Product Number short Description Long Description Reorder Qty Date Last Orden fi 1 SPROCKET 0 1001 WIDGET 123F Description for 123 z COPY PAPER 200001 46 PRINTER CABLE Figure 18 To delete a record select that record and press your DELETE key or click the DELETE menu bar button Keep in mind that you can select which columns to display using the HIDE THIS FIELD 13 Track Em User s Manual RVB Systems Group ON DATASHEETS AND FORMS option found on the CUSTOMIZE FIELD CAPTIONS option in the Advanced System Admin Menu This feature is discussed in the System Admin section of this manual Note Adding or Changing INVENTORY RECORDS using the DATASHEET method Figure 18 will NOT create Inventory History records Access 2007 and above will automatically display a calendar for date fields when using Datasheet mode Barcode t Location _ s DateLastUpdated 456 59 4 17 2007 1 998 5 d April 2007 4 am 1 SMTWTFES 10 1234567 1 70 8 9 10 11 12 13 14 998 25 22 23 24 25 26 27 28 0 29 30 Figure 18a Receive Inventory Forms You can receive inventory into the Track Em system using the following forms Products can be received into any valid location Pai Track Em Inventory Receive Menu J Fa Track Em Inventory Receive Menu x To Inventory E z Location Barcode 200 7
110. ortable scanner if you check the appropriate checkbox s Otherwise data that does not exist already in the database will be ignored when the portable scanner data is downloaded Track Em Admin System Setup Require PASSWORD entry at Startup PO Require USER ID on Portable Scanner W Add new LOCATIONS when loading portable scanner data If NOT checked new LOCATIONS will NOT be added to database when entered on portable scanner wW Add new PRODUCTS when loading portable scanner data If NOT checked new PRODUCTS will NOT be added to database when entered on portable scanner W Add new ASSETS when loading portable scanner data If NOT checked new ASSETS will not be added to database when entered on portable scanner W Add new STATUS CODES when loading portable scanner data If NOT checked new ASSET STATUS CODES will not be added to database when entered on portable scanner Show DATE and TIME on History Reports Un checked shows only dates Automatically include MENU NUMBER along with menu description Keep INVENTORY records when they reach ZERO on hand Allow NEGATIVE INVENTORY Set this to TRUE only if you have multiple scanners and you want to transfer inventory usage ship move data before you transfer inventory receiving data M ifan ASSET record has been updated on PC since it was changed on the scanner check this setting to NOT change the asset record on the PC with the scanner data upon scanner upload An ASSE
111. ory Total checked aut Figure 50f Track Em Checked Out by Location Report Barcode Description Cafesory Situs Cade and Descripitian Location 30i MS JONES 1ST GRADE CLASSROO 20002 RREADINGISFUN OF OM SOOT he PUM DA FICTION BOOKS O00 OA 200r Total Checked Out by Location 2 Total Checked Out 2 Figure 50g 43 Track Em User s Manual RVB Systems Group a Fa Track Em Times Checked Out by Category Loca COMPUTER EQUIP OFFICE SUPPLIES FICTON BOOKS NON FICTION BOOKS Select Location s TRUCK 301 IY Checked SORT LOCATION BY CODE Note only locations with CHECKED OUT TRUE are available pipers By Every Category By Every Location Figure 50h Track Em Times Checked Out by Category Report Barcode Description Lecation Code and Description Date Last Times Status Code and Description Checked Out Checked Out Category FICTION BOOKS 20003 WRITING FOR BEGINNER MS JONES 15T GRADE CLASSRooa TA 4 2007 LASSIE COME HOME MS JONES 15T GRADE CLASSROQ TA 42007 MY FRIEND S HOUSE PA MS JONES 15T GRADE CLASSRO00 TA 42007 INDIAN SUMMER MS JONES 15T GRADE CLASSRO0 fA 42007 RED PONY MS JONES 15T GRADE CLASSRO00 TA 4 2007 MY FUN DAY MS JONES 15T GRADE CLASSROG gawin Category NON FICTION BOOKS 20001 LEARNING YOUR ABC S JOHNNY JONES 2M0 GRADE a so200F 20002 READING IS FUN MS JONES 15T GRADE CLASSROO gagn Figure 50i 44 Track Em User s Manual RVB Systems Group Track
112. pended to INVENTORY HISTORY table The FROM LOCATION is set to RECEIPT RECORD e If you are using the RECEIVE function on the scanner to create kits then kit component records will be depleted consumed and history records will be created for the component items As noted above new products can be added default or optionally treated as invalid entries and not added Note Figure 59 illustrates how to specify whether to add new products or treat them as invalid entries The user can enter descriptions on the portable scanner for new products After the data is transferred from the portable scanner to the PC i e after the data is inserted into the appropriate database tables a temporary file named CA TrackEm3Files PDT_DATA PRODUCTN SAV is stored on the PC in the event you need to use the data in another application It contains multiple lines each line containing a TO LOCATION BARCODE QUANTITY USER ID optional PURCHASE ORDER optional NEW PRODUCT DESCRIPTION only for new products and DATE TIME record was entered on the scanner This temporary file will be replaced with new data the next time receiving data is uploaded from the portable scanner NOTE If a scanned barcode or typed data contains fewer characters that the specified MINIMUM or more than the specified MAXIMUM the portable barcode scanner will emit an error tone and then require you to scan or type a different value Consult the System Admin section
113. pic Figure 8c Track Em Unsafe expressions are blocked You can configure your computer to allow all expressions to be evaluated Allowing all expressions to be evaluated affects all users on this computer Do you want to allow the evaluation of potentially unsafe expressions Figure 8d You also have the option of creating an Access 2003 personal digital certificate for your own version of Track Em in order to eliminate this warning message while still running at Medium or High security You should consult the Microsoft website for details on how to create a personal digital certificate Access 2007 and higher To turn off the Security Warning shown below in Access 2007 and higher close the opening Track Em form and select OPTIONS You can either ENABLE THIS CONTENT each time or open the TRUST CENTER and follow the directions below e Security Warning Certain content in the database has been disabled Options Figure 8e 102 Track Em User s Manual RVB Systems Group Microsoft Office Security Options Security Alert VBA Macro Access has disabled potentially harmful content in this database If you trust the contents of this database and would like to enable it for this session only dick Enable this content Warning It is not possible to determine that this content came from a trustworthy source You should leave this content disabled unless the content p
114. programs source code version DEVELOPER ADD ON ONLY YES YES YES YES YES YES YES YES Asset lookup file Item lookup file Location lookup file Status lookup file User ID lookup file Use password on scanner file Minimum Maximum barcode lengths HT630 scanner driver file File used to reload HT630 scanners w TrackEm BT Template for Assets Automation Edition BT Template for Assets Automation Edition BT Template for Assets Pro Edition BT Template for Locations Automation Edition BT Template for Locations Automation Edition BT Template for Locations ProEdition BT Template for Products Automation Edition BT Template for Products Automation Edition BT Template for Products Pro Edition Track Em icon Sample data bitmap Sample data bitmap Sample data bitmap Sample data bitmap HT630 Batch file asset data HT630 Batch file cycle count data HT630 Batch file receiving data HT630 Batch file move ship data HT630 Batch file product descriptions HT630 Batch file asset descriptions HT630 Batch file location descriptions HT630 Batch file status descriptions HT630 Batch file user codes HT630 Batch file Min Max values PORTABLE SCANNER communications installation program Also on CD ONLY ON CD access runtime installation files NO NO NO NO NO NO NO NO NO NO NO NO NO NO NO NO NO NO NO NO NO NO NO NO D Access Runtime
115. provided with Track Em If you need to import data from the 2 or subsequent sheets in a multi sheet spreadsheet these sheets must first be saved to a single sheet spreadsheet 49 Track Em User s Manual RVB Systems Group Field Type amp Size TEXT 20 EXT 20 EXT 255 20 i lt A EXT 50 EXT 50 TEXT 50 z z EXT 50 DATE MM DD YY URRENCY EXT 50 NTEGER URRENCY URRENCY EMO DATE MM DD YY EXT 255 EXT 255 EXT 255 EXT 255 EXT 255 EXT 255 TEXT 20 z es xX z N NTEGER OUBLE OUBLE ATE TIME CURRENCY J ey OOLEAN True False EXT 255 BOOLEAN True False ey p lt NTEGER DATE MM DD YY BOOLEAN True False DATE MM DD YY NTEGER DATE TIME BOOLEAN True False TEXT 10 TEXT 20 Data Table Definitions Assets BARCODE IS KEY FIELD NO DUPLICATES LOCATION REQUIRED Field Field Name Required in Number Data File 1 2 3 Note This is a code 5 6 7 ModelNumber NO Note Model number should be added to PRODUCTS table in order to run Assets by Model reports 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 StatusCode NO ow Tisisaccdy 24 DepartmentNumber NO Nas tusisacdy 25 27 28 29 30 UserDefinedCurrency NO Be Cot fe 31 32 33 34 Category NO ee Tisisaccdy o 35 36 37 38 39 40 41 42 VendorCode NO ren y d 43 PreviousLocation NO Note This is
116. ption Add Upate Delete Record Select Picture Product Number Product Barcode Category Reorder Qty Unit of Measure Add f Edit Record Figure 15a Figure 15b Track Em Product Table by Barcode Simple Track Em Product Table by Description Ed Barcode Short v Product Number Barcode Description Unit of Measure Unit of Measure Product Number Category Category Barcode Short Description Description Category v Reorder Qty On hand Reorder Qty On Hand Reorder Qty On Hand pez Upi BEL BESSA Add Upate Delete Record Add Upate Delete Record Figures 16a b and c Short Unit of Measure 12 Track Em User s Manual RVB Systems Group a Fai Product Table Form Advanced Barcode 1001 User Defined Text Field 3 Product E 001 46 Number User Defined Text Field 4 E PIN PC CABLE Sho ae Description User Defined Long Text Field 5 Description Label Filename Select Label Unit of EA EOS Measure Dept Number Reorder 10 Category COMPUTER EQUIP gt Oty User Number 1 TiackEmanics Sonipa Date Last User Number 2 Ordered Last Price 3 50 User Currency 1 User Currency 2 Primary Yendor User Date 1 Alternate endor a User Date 2 Text Field 2 User Yes Z Nol 5 User Yes No2 I dd Update Record Delete Record Figure 17 Figure 17 illustrates all of the fields available in the PRODUCT table Many of these fields are user defi
117. r Name User ID Number User ID Number User Password User Password He ok ak E as Admin Level Admin Level lw Update Update Changes Changes Figure 54a and b The USER NAME and USER PASSWORD fields must be entered if REQUIRE PASSWORD ENTRY AT STARTUP PC is enabled System Setup Figure 58a The USER ID NUMBER must be entered on the portable scanner if REQUIRE USER ID ON PORTABLE SCANNER is enabled System Setup Figure 58a The USER ID NUMBER for the user account provided with Track Em is 1 Locations Statuses Categories Vendors Track Em location data is entered from the System Admin menu Products and Assets use the same location table Locations can be physical warehouse rack number 10B13 office number 100 etc or virtual project number 3A employee number 2002 customer number 1002 etc When entering Product locations you need to specify if a location consumes inventory In other words when a product is moved to this location it is deleted from inventory i e removed from existing inventory location and NOT added to another inventory location If you are using Bartender Automation Edition to label inventory upon receipt and you would like to automatically update the database with the number of labels printed then one location s INITIAL LOCATION value should be set to YES TRUE Locations Location Code m Description WAREHOUSE 1 Location T Note Moving products to
118. re 10 Only displayed in PASSWORD option is enabled After entering a valid account you will see the Main Menu Figure 13 Figure 11 will appear if the user name and or password are incorrectly entered These values are NOT case sensitive e You have entered an INVALID username password combination Try again Figure 11 Only displayed in PASSWORD option is enabled Track Em User s Manual RVB Systems Group To activate any of the menu choices click on the button next to the menu description The Utility Menu shown in Figure 12a b allows you to print find and sort records in Track Em Microsoft Access uses the tools shown in Figures 12d amp e to add view and edit records Descriptions of each menu option follow Note when running Access 2007 or 2010 click the Access tab labeled ADD INS to view the custom toolbar as shown in Fig 12b PRINT PREVIEW EXPORT UNDO CUT COPY PASTE DELETE INSERT SELECT FIND FIND REPLACE SORT S Figure 12a Access 2003 NEXT Figure 12b Access 2007 2010 The EXPORT menu bar tool function is allows you to export table and report data to any data type supported by Microsoft Access including MS Excel When a report or table is open merely click the EXPORT tool and specify the data type file name and click SAVE If you are running Access 2007 you must have MS OFFICE SERVICE PACK 2 available from Microsoft installed in order to use the EXPORT button shown in Fig 12b or the followi
119. rmation This file might contain unsafe content that could harm your computer Do you want to open this file or cancel the operation File Path C RVB System Files RVB Systems Databases RVB_db mdb i More information Help protect me from unknown content recommended Enable this content Figure 7c Open the Trust Center i Figure 7b A macro virus is a type of computer virus that s stored in a macro Visual Basic for Applications VBA code a form that contains an ActiveX control a report that contains an ActiveX control action query data definition query pass through query or update query To help protect against macro viruses you should purchase and install specialized antivirus software The following pages describe how to eliminate these annoying screens Access 2003 To stop displaying macro warnings in Access 2003 change the security level to Low on the Security Level tab on the Tools menu point to Macro and click Security as shown in Figures 8a and 8b Change the security level to Low only if you are running specialized antivirus software that can check documents for macro viruses and you are sure all the macros you use are from trusted sources 101 Track Em User s Manual RVB Systems Group Security Security Level Trusted Publishers 7 Spelling Office Links Speech Online Collaboration O High Only signed macros from trusted sources will be allowed to run Unsigned macros ar
120. rovides critical functionality and you trust its source More information File Path 9 C TrackEm3Files TrackEm3 mdb Help protect me from unknown content recommended Open the Trust Center Figure 8f Access 2007 introduces a new tool called the TRUST CENTER You can elect to trust files in a specific location Figure 8i RECOMMENDED or all files Figure 8j NOT RECOMMENDED Warning This location will be treated as a trusted source for opening files If you change or add a location make sure that the new location is secure Path C TrackEm3Files Date and Time Created 3 11 2009 9 53 AM Figure 8g Access Options Trust Center Trusted Publishers Trusted Locations Trusted Locations Warning All these locations are treated as trusted sources for opening files If you change or add sure that the new location is secure Add ins Popular Current Database Path Description Datasheet ae Ne C TrackEm3Files Track Em Files Figure 81 Macro Settings Object Designers Proofing Trust Center Advanced Add ins Trusted Publishers Macro Settings Trusted Locations For macros in documents not in a trusted location Disable all macros without notification Add ins Disable all macros with notification Macro Settings Disable all macros except digitally signed macros Message Bar Resources Privacy Options Figure 8h Figure 8
121. s less than the specified minimum or greater than the specified maximum This example assumes a minimum data length for the product barcode gt 2 Track Em Product Table Simple x Product Number ft Product Barcode p The length of the product barcode is less than the user definable minimum length specified in Track Em Figure 67e When you scan or type enter information on the scanner that is less than or greater than the specified MIN MAX values the scanner will emit an error beep and require you to re scan or re type a valid data length 63 Track Em User s Manual RVB Systems Group Custom Reports Menu The Custom Reports Menu Figure 68 is provided as a method of running up to 15 custom reports without having to create new menus These reports are named CustomReport1 through CustomReport15 and can be modified only if you own a licensed version of Microsoft Access 2003 or above Consult the section of this manual titled Customizing Track Em for more information You can use the Customize Menu Descriptions Advanced System Admin Menu to change the menu name as it appears on the Custom Reports Menu Custom Reports Menu THIS IS MY COMPANY Track Em Version 3 18 Copyright by RVB Systems Group All Rights Reserved Custom Report 1 Modify Custom Report 9 reports using MS Access Custom Report 2 Change Custom Report 10 name via Sys Admin Menu Custom R
122. sModel qry3 AssetHistory frmAssetHistoryReportsB yModelMS rpt3 AssetHisStatus qry3 AssetHistory frmAssetHistoryReportsB yStatusMS rpt3 Assets UpdatedB yLocation qryAssetReports frmAssetScannedUpdatedReports rpt3 AssetHisDaysOut qry3AssetHistory frmAssetHistoryCostReports rpt3 BarcodeAssets rpt3 BarcodeAssetsLarge qryBarcodeLabelData frmPrintLabelsTE rpt3 BarcodeLocations rpt3 BarcodeLocationsLarge qryBarcodeLabelData frmPrintLabelsTE rpt3 BarcodeProducts rpt3 BarcodeProductsLarge qryBarcodeLabelData frmPrintLabelsTE Shows selected asset s by selected status es With or without current value Assets with SCRAPPED value TRUE Assets currently checked out by category Check In Out Menu Assets currently checked out by location Check In Out Menu Checked out assets overdue by category Check In Out Menu Checked out assets overdue by location Shows the number of times an asset has been checked out grouped by category Check In Out Menu Shows the number of times an asset has been checked out grouped by location Check In Out Menu Shows assets checked in overdue by selected location s Asset history records selected by selected category s Asset history records selected by selected department s Asset history records selected by selected location s Asset history records selected by selected model number s Note Model Number must equal Part Number in Products table Asset history records
123. scription Location and Status Description 1812007 100001 17 LOO Monitor CONFERENCE ROOM Gut of Service Total heber of Asset 1 Figure 44a Track Em Assets Sorted by Next Scheduled Maintenance Report Nate Report only inciides Assets with a Scheduled Maintenance Date Next Sched Barcode Asset Description Location and Status Description Maintenance 1312008 100001 17 LOD Monitor CONFERENCE ROOM Gut of Service Total Aber of Asse 1 Figure 44b Assets Scanned Updated Since Last Reset These reports allow you to see a list of assets that have either been scanned or not been scanned since the last time the SCANNED UPDATED field was reset This field can be reset from the ASSETS REPORTS MENU x This option will set the field ASSET UPDATED SCANNED SINCE LAST RESET to FALSE UN CHECKED Are you sure you want to continue No Figure 45c amp Track Em Assets Scanned Updated R X Select w Location Assets by Selected Assets by Every Location Location Scanned Updated Status f Assets Scanned Updates since last reset Assets NOT Scanned Updated since last reset Figure 45d 35 Track Em User s Manual RVB Systems Group Track Em Assets by All Locations Report Set this line from Advanced System Admin Menu Location Barcode Updated Scanned since last reset CR COMPUTER ROOM i00 iF SONY MONITOR W Smis 300 PROJECT ABC 10007 if LED MONTOR Sans 200 P
124. se You can target a specific Track Em database record using the Professional Edition by selecting the SELECT RECORDS button on the PRINT MENU Figure 92 Field tolAssets AssetDescription Barcode Figure 94 Asset Label btw 87 Track Em User s Manual RVB Systems Group After adding a new barcode or text field right click it and Figure 95 will appear Field tolAssets Description m Sample T L B p Ea cao Chrl C GA Paste Ctrl V 2 Delete Del Export Image Arrange Edit Enter Properties 4lk Enter Create Component TENE HTI TESI Ti N Figure 95 Select PROPERTIES and Figure 96 will appear Change the DATA SOURCE to DATABASE FIELD as shown in Figure 96 A list of the available fields will be displayed In this example the list contains the fields in the Track Em ASSETS table Modify Selected Text Object Field Name Model Sample Data Field thl4ssets Model gt ore ions a as Figure 96 Clicking on the DATABASE CONNECTION SETUP button shown in Figure 96 will yield the screens shown in Figures 97a 97d WARNING Changes to any of these setting will prevent Track Em from properly printing labels Figure 96 shows which database field is used for this object If you want to use another field select it from the USE FIELD dropdown list box on this screen Consult your BarTender on line help manual for additional information 88 Track Em User s Manu
125. se menu choices you can always press the F4 key to backup Note Eight sample records 2 each for products assets locations status codes have been pre loaded onto the portable scanner so you can view how the scanner displays descriptions The barcode lookup code values are 1 and 2 for each type of data 70 Track Em User s Manual RVB Systems Group RECEIVE ITEMS anything with non unique numbers RECEIVING FA BACK ENTER LOCATION I mmm ee u U U u M M ENTER OTY z2 AL ENTER PO OPT Figure 74 Data entered from the RECEIVE ITEMS screens Figure 74 will yield the following changes to the database e A record is added to INVENTORY table using the TO LOCATION if there is no inventory record with this barcode number location combination If an inventory record with this barcode number location combination already exists then the entered quantity is added to the existing quantity e Ifthe PRODUCT does not exist in the database the user can add its descriptions on the scanner and it will be added to the database unless the ADD NEW PRODUCTS WHEN LOADING PORTABLE SCANNER DATA settings is not checked see SYSTEM ADMIN section e If the LOCATION does not exist in the database it will be added to the database with a description of LOCATION ADDED BY PDT unless the ADD NEW LOCATIONS WHEN LOADING PORTABLE SCANNER DATA settings is not checked see SYSTEM ADMIN section e Anew record is ap
126. selected by status es Includes assets with either True or False depending upon selection for value SCANNED SINCE LAST RESET by selected all location s Asset history records including daily rate days asset checked out and total cost daily rate x days out Check In Out Menu Asset barcode labels using Avery label template 5160 amp 5161 Location barcode labels using Avery label template 5160 amp 5161 Product barcode labels using Avery label template 5160 amp 5161 Label Log Products Sorted by Barcode Products Sorted by Category Products Sorted by Description Products Sorted by Product Number All Products Reorder On Hand Report Product Reorder Report Product Reorder by Primary Vendor Report Product Reorder by Alternate Vendor Report Inventory by Barcode Inventory by Category Inventory by Department Inventory by Product Description Inventory by Location Inventory by Product Number Inventory by Primary Vendor Inventory by Alternate Vendor Track Em User s Manual RVB Systems Group rptLabelLog qry3LabelLogReport MENU mcrLabelLogReport rptProductsSortedByBC qryProductReports MENU mcrProductsReports ByBC RptProductsSortedB yCat qryProductReports MENU mcrProductsReports ByCat rptProductsSortedByDesc rptProductsSortedByDescPrice qryProductReports MENU mcrProductsReports ByDesc MENU mcrProductsReports ByDescPrice rptProductsSortedB yProduct qry
127. setsB yCatPrice qryAssetReports frmAssetsB ySelection rpt3 AssetsByDateAcquired qryAssetAcquired MENU merAssetsReports AssetsB yDate rpt3 AssetsByDept rpt3 AssetsB yDeptPrice qryAssetReports frmAssetsB ySelection rpt3 AssetsSortedByDescription qryAssetReports MENU merAssetsReports AssetsB yDesc rpt3 AssetsB yLocation rpt3 AssetsB yLocationPrice qryAssetReports frmAssetsB ySelection rpt3 AssetsB yCatNewLoc rpt3 AssetsB yCatNewLocPrice qryAssetsInNewLocation frmAssetsB ySelection rpt3 AssetsByDeptNewLoc rpt3 AssetsB yDeptNewLocPrice qryAssetsInNewLocation frmAssetsB ySelection rpt3 AssetsB yLocationNewLoc rpt3 AssetsB yLocationNewLocPrice qryAssetsInNewLocation frmAssetsB ySelection rpt3 AssetsByStatusNewLoc rpt3 AssetsB yStatusNewLocPrice qryAssetsInNewLocation frmAssetsB ySelection rpt3 AssetsB yModelNewLoc rpt3 AssetsB yModelNewLocPrice qryAssetsInNewLocation frmAssetsB ySelection rpt3 AssetsCost qryAssetReports frmAssetLocationCostReports rpt3 AssetsB yModels rpt3 AssetsB yModelsPrice qryAssetReports frmAssetsB ySelection rpt3 AssetB yNextSch qryAssetMaint MENU merAssetsReports AssetsBySch 96 Report Description Shows all assets sorted by barcode number Includes location and status Shows selected asset s by selected category s With or without current value Only includes asset records which contain a value in the Date Acquired field Shows selected asset s by selected department s
128. t out of the box Track Em consists of a Microsoft Access PC database system which consists of a password protected menu system dozens of database table and reports and a barcode label printing module Track Em 1s available as follows Track Em Lite includes the following e Track Em PC database system e Corded barcode scanner e 500 pre printed adhesive backed paper barcode labels Track Em Standard includes the following e Track Em PC database system Portable barcode scanner pre programmed with Track Em portable scanner software Communications cable Battery and battery charger 500 pre printed adhesive backed paper barcode labels The following ADD ON MODULES are also available Track Em Deluxe Labeling Module Add On includes the following e Pre designed Bartender barcode label templates for asset inventory and location labeling PLUS e BarTender Automation Edition Professional software for barcode label printing This option allows you to print directly from Track Em using the Track Em forms to select product asset or location records to print as well as automatically updating the Track Em database with information related to the print job OR BarTender Professional Edition Professional software for barcode label printing This method prints the same labels as the Automation Edition but uses Bartender s method of selecting records and does not automatically update the Track Em database with in
129. ted Alt Vendor On Hand Inventory Report by All Prim Vendors On Hand Inventory Report by All Alt Vendors Note Only vendors assocdated with products are induded in drop downs Figure 29a Reorder Report by Primary Vendor Set this line from Advanced System Admin Menu Barcode Product Short Description Number Wendior UNITED OSCOUNTERS 102 102 103 1G Wendor US SUPPLY 1001 27 Figure 29b Track Em Inventory by Primary Vendor Set this line from Advanced System Admin Menu Inventory Info Barcode Product Number Desc Price Each Wendor LS SUPPLY Location 100 RECEIVING DOCK 1001001 107001 COPY PAPER Location 200 WAREHOUSE 1001001 10001 DOPFY PAPER Location TRI TOOLROOM 15T FUR 27B 2 WASHERS 73 00 SubTotal Value Vendor Vendor UNITED DISCOUNTERS Location TRI TOOLROOM 15T FUR 1003 we NUT 375 00 3120 00 SubTotal Value Pendor 120 00 Total Falue All Fenda oo 5700 Figure 29c 23 Track Em User s Manual RVB Systems Group Inventory History Reports Menu INVENTORY HISTORY records are created whenever inventory is received or moved including consumed shipped These records stay in the database until they are deleted manually or deleted via the DELETE INVENTORY HISTORY option from the SYSTEM ADMIN MENU Note You have the option to display both the DATE and TIME a history record was created or just the DATE Consult the System Setup section of this manual Inventory History Reports Menu My Co
130. ters Product s To Location barcode maximum number of characters Product s barcode minimum number of characters 0 Product s barcode maximum number of characters Table 18 The portable scanner is pre loaded with 2 test records for each of the four lookup categories These are numbers 1 and 2 for each type Portable Scanner Communications Setup The portable scanner communications screen Figure 83 contains the default settings for communications and filenames used by Track Em All values EXCEPT THE COMM PORT NUMBER should not be changed without support from RVB Systems Group Prior to using the portable scanner provided with Track Em you must select the correct COM PORT number as shown below If you do not already have a SERIAL TO USE driver installed you need to install the USB driver and select COM 3 or higher COMM PORT SELECTION IN FIGURE 83 MUST MATCH FIGURE 84A The USB driver is located on the Track Em CD and is named USB Driver zip Consult the manual section titled USB Driver for more information Fat Track Em Scanner Setup WARNING Do NOT change FILENAMES without AYE Systeme support You do NOT need to change anything here in order to run over a network Scanner Comm Software C Frogram Files Unitech America IncXPT Comm ManagersPtComm exe Select File 1 NOTE Make cure the Scanner Comm Select Comm Port USB Scanner Engine S oftware is not running when you use ra f PTEE seare sce ae em at
131. tion in the form shown in Figure 91 Figure 88 Print Labels Bartender Automation Edition Method The Print Labels Bartender Automation Edition method provides a seamless interface between Track Em and Bartender You merely select the database record you wish to print and labels containing any of the associated fields such as description color model number are automatically printed Additionally this method allows you to automatically update the Track Em database with receiving information such as item received purchase order number quantity and location This method also can optionally write a record to the database for each label printed Label Log After selecting the Print Labels Bartender Automation menu option a screen is displayed which allows you to select the type of label Asset Items or Locations Select that label type s record using the drop down list box Figure 88 and enter the number of labels to print Note Due to the nature of the interface between Track Em and Bartender a different label template is used for printing a single record verses printing all records at once The names of these label templates are specified in the Label Software Setup Form Figure 91 83 Track Em User s Manual RVB Systems Group Track Em Label Printing Form Select a Label Type ASSETS C ITEMS C LOCATIONS Select foooce v ASSET om Asset Description E List 5 16 Monitor Sonya 16 Monitor Sony
132. torical part number instead of UPC barcodes or other barcode numbers The BARCODE NUMBER is used as a record s key in the inventory and inventory history tables This allows you to track different unit of measures each shelf pack shipping carton pallet etc for the same product by assigning each unit of measure a unique barcode number 11 Track Em User s Manual RVB Systems Group Inventory Data Entry Menu THIS IS MY COMPANY Track Em Version 3 18 Copyright by RVB Systems Group All Rights Reserved Add Edit Master Product Data _ _ Receive Inventory Form Add Edit Master Product Receive Inventory Picture Data Picture Edit Master Product Data by Move Inventory Form Barcode Edit Master Product Data by Move Inventory Picture Part Edit Master Product Data by Description Add Edit Master Product Data Adyanced Form Add Edit Master Product Data Datasheet Add Edit Current Inventory Main Menu Datasheet Figure 14 Master Product Data Forms You are able to Add or Update PRODUCT records via the screens shown in Figure 15a and b and Figures 16a b and c Fai Track Em Product Table by Barcode Simp Track Em Product Table Simple bed N Product Number 1001 AB Unit of Measure A Category COMPUTER EQUIP Short 9 PIN PC CABLE 2 Description Short Reorder Qty 10 On hand 0 Descri
133. ure 100 and click SELECT ODBC Microsoft Access Setup Data Source Name TrackEm3 Description Asset and Inventory Tracking 4pplicatior Cancel Database Database C TrackEm3Files4T rackE m3 mdb Help Select Create Repair Compact Advanced System Database None C Database sistem Database Options gt gt Figure 100 Step 4 Select TrackEm3 mdb C TrackEm3Files TrackEm3 mdb and click OK Step 5 After clicking OK on Figure 100 Figure 101 will appear as shown Click OK and the ODBC DSN is complete ODBC Data Source Administrator PX UserDSN system OSN File SN Drivers Tracing Connection Fooling About System Data Sources Add TrackE m Microsoft Access Driver mdb peace Configure An ODBC System data source stores information about how to connect to the indicated data provider 4 System data source is visible to all users on this machine including NT services Ok Cancel Help Figure 101 91 Track Em User s Manual RVB Systems Group Running Track Em over a Network Track Em can be installed to run on a network so that multiple PC s can share the Track Em database Follow these directions in order to setup Track Em to run on a network 1 Run the Track Em setup CD on the network server Run the Track Em setup CD on each PC client that will be using Track Em 3 Manually change each client
134. ure 57b The Vendor table is used by both Assets and Inventory It is an optional field in both tables The use of this field will allow you to run inventory re order reports by specific vendors Fa Vendors _ Ax Vendor Code hoa o o ooo Supplier JC PENNY Contact JIMMY JONES Phone 212 555 1212 0 Address Line 1 o0 OAK DRIYE Address Line 2 YOURTOWN XX99999 Address Line 3 Address Line 4 Address Line 5 E mail Fax Cell Other Info 1 Other Info 2 Notes TRACK EM IS PRICED AT 895 Record H 1of3 a oR ORE Figure 58a The Department table is used by both Assets and Inventory It is an optional field in both tables The use of this field will allow you to run reports by specific departments Fa Departments Department HA Number Department SHIPPING Description Figure 58b System Setup The System Setup screen allows you to set system wide features such as password protection how to handle barcodes entered on the portable scanner which are not already in the database and date time display on reports Any user can view any option even options that have been set to PASSWORD SECURITY FOR THIS MENU OPTION see Figure 65 in the Advanced System Admin Menu Section if the REQUIRE PASSWORD ENTRY AT STARTUP PC is set to FALSE 56 Track Em User s Manual RVB Systems Group You can add new asset product location and status code records to the Track Em database tables using the p
135. used to reset the DSN Step 1 Open the ODBC DATA SOURCE ADMINSTRATOR tool provided with Windows Figure 98 This is normally located in the CONTROL PANEL group ADMINSTRATIVE TOOLS sub group Select the SYSTEM DSN tab and click ADD Figure 74 Click the ADD button NOTE YOU WILL NEED ADMINSTRATOR RIGHTS ON YOUR PC IN ORDER TO SETUP THE ODBC DSN 89 Track Em User s Manual RVB Systems Group ODBC Data Source Administrator 1 X User OSH System DSN File DSN Drivers Tracing Connection Pooling About System Data Sources Mame Driver Remove Configure An ODBC System data source stores information about how to connect to the indicated data provider A System data source is visible to all users on this machine including NT services Cancel Apply Help Figure 98 Step 2 Select MICROSOFT ACCESS DRIVER as shown in Figure 99 and then click FINISH Create New Data Source xX Select a driver for which you want to set up 4 data source river md Microsoft Access Treiber mdb Microsoft dBase Driver dbf Microsoft dBase WFP Driver dbf Microsoft dB ase Treiber dbf Microsoft Excel Driver xls Microsoft Excel Treiber 1 Microsoft FoxPro WFP Driver dbf Microsoft ODBC for Oracle Rdtenceth E aradan Drinser I Ah 1 Figure 99 90 Track Em User s Manual RVB Systems Group Step 3 Enter TrackEm3 for the Data Source Name DSN in Fig
136. xtended Support Advanced Level such as help developing custom reports forms queries macros VBA code modules linking to external databases label design etc is available at the off site customization rate Service for the scanners provided with Track Em is provided by the manufacturer Extended portable scanner warranty plans are available from RVB Systems Group For more information contact RVB Systems Group at 6952 Wade Dr Cary NC 27519 919 362 5211 voice 919 443 1204 fax sales barcode solutions com 104
137. y delete if from the table You can add holidays as required The DAYS OUT value is calculated on several reports which use either the current Asset table or the Asset history table This value is the number of days between a start date and an end date optionally excluding holidays weekends and a grace day Track Em uses both data and time to determine when an asset is due back A book with a day check out period checked out on Monday at 3 PM is due back on Tuesday at 3 PM The MINUTES GRACE value entered in SETUP FORM Fig 59 of 30 minutes would allow the same book to be checked in on Tuesday 3 30 PM without being overdue 4 Days Out Setup _ folx These options allow you to specit how the DAYS OUT and DUE DATE calculation handles weekends and CHECK IN 7 CHECK OUT DAYS Holidays are also included in this calculation To not include holidays merely detele them fram the HOLIDAYS table S tblHolidays ry tin aliar fia hy F G L I Ph A y How to handle weekends g Include weekend days when calculating DAYS OUT and DUE DATE C Exclude only Sundays C Exclude Saturdays and Sundays How to handle CHECK IN 7 CHECK OUT DAYS Start calculating DAYS OUT DUE DATE the day of check out C Start calculating DAYS OUT DUE DATE the day after check out day If weekends are excluded then this will be first business day Figure 501 Figure 50m Days Out Cost Current Status Reports The Days Out

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