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Reasonable measures have been taken to ensure that the information

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IntelliTrack DMS™ (Data Management System)

Check In-Out v7.0 SQL

User Manual

Rev. D.1, (July 2009)

documentation or the procedures described therein may be reproduced or

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of IntelliTrack Inc. Owners of IntelliTrack products are hereby granted a

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2283.book Page i Thursday, July 9, 2009 11:26 AM

Summary of content (474 pages)

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2283.book Page i Thursday, July 9, 2009 11:26 AM Reasonable measures have been taken to ensure that the information included in this manual is complete and accurate. However, IntelliTrack reserves the right to change any specification at any time without prior notice. IntelliTrack is a registered trademark of IntelliTrack, Inc. The IntelliTrack logo is a trademark of IntelliTrack.
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283.book Page ii Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual IntelliTrack SOFTWARE License Agreement THIS SOFTWARE LICENSE AGREEMENT FOR RESELLERS AND END-USERS IS YOUR PROOF OF LICENSE TO USE THIS INTELLITRACK INCORPORATED SOFTWARE PROGRAM (THE “SOFTWARE”) UNDER THE TERMS DESCRIBED BELOW.
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2283.book Page iii Thursday, July 9, 2009 11:26 AM (2) as a reseller, you may sublicense repackaged units of the SOFTWARE as licensed to you by IntelliTrack, Inc., including a copy of this SOFTWARE License Agreement, provided that (i) the quality of the repackaged SOFTWARE must equal or exceed the quality of the prepackaged SOFTWARE provided by IntelliTrack, Inc.
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2283.book Page iv Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual 30-Day Guarantee; Disclaimer If the SOFTWARE is inoperable due to any defects in the media on which the SOFTWARE resides, then you may return the SOFTWARE to the location where you purchased it within the 30-day period from the date of your invoice. IntelliTrack, Inc.
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2283.book Page v Thursday, July 9, 2009 11:26 AM WILL APPLY EVEN IF INTELLITRACK, INC. OR AN AUTHORIZED RESELLER HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGE. YOU ACKNOWLEDGE THAT THE LICENSE FEE REFLECTS THE ALLOCATION OF RISK. SOME STATES DO NOT ALLOW THE LIMITATION OR EXCLUSION OF LIABILITY FOR INCIDENTAL OR CONSEQUENTIAL DAMAGES, SO THE ABOVE LIMITATION MAY NOT APPLY TO YOU.
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2283.book Page vi Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.
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2283.book Page vii Thursday, July 9, 2009 11:26 AM Table of Contents Table of Contents IntelliTrack SOFTWARE License Agreement ........................................................... ii License ......................................................................................................................... ii 30-Day Guarantee; Disclaimer ................................................................................... iv Limitation of Liability ...............................................
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2283.book Page viii Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Upgrading the v5.1 and v5.2 Database ................................................................. 3 Upgrading the v5.0 Database ................................................................................ 4 Upgrading the v4.X Access Database................................................................... 4 Working with the Data Files....................................................................
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2283.book Page ix Thursday, July 9, 2009 11:26 AM Table of Contents CHAPTER 4: Setup ..............................................................................37 Introduction................................................................................................................ 38 System Setup.............................................................................................................. 38 Entering Company Information .............................................................
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2283.book Page x Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Adding a Model .................................................................................................. 79 Editing a Model................................................................................................... 81 Deleting a Model................................................................................................. 83 Category .........................................................
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2283.book Page xi Thursday, July 9, 2009 11:26 AM Table of Contents Adding Items Manually ............................................................................................118 Item Data Form Buttons ....................................................................................119 Adding an Item to the Database........................................................................ 120 Adding a Picture of the Item.............................................................................
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2283.book Page xii Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Checking In Item IDs .............................................................................................. 161 Performing Item ID Check In ........................................................................... 161 Retiring an Item from the Check In Form......................................................... 164 Generating Bar Code Labels for Checked-In Item IDs ....................................
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2283.book Page xiii Thursday, July 9, 2009 11:26 AM Table of Contents Custom Import ......................................................................................................... 197 Exporting Data with the Standard Export Feature................................................... 197 CHAPTER 11: View/Analyze Data .....................................................199 Viewing Inventory Feature ......................................................................................
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2283.book Page xiv Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Microsoft ActiveSync v4.0 and higher ...................................................... 239 Setting Up a Partnership ................................................................................... 239 Using Windows Mobile Device Center for Vista Software on your Desktop Computer240 Setting Up a Windows Mobile Partnership....................................................... 240 Firewall Settings.........
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2283.book Page xv Thursday, July 9, 2009 11:26 AM Table of Contents Messages.................................................................................................... 286 Renaming a Caption in the Batch Utility.......................................................... 287 Renaming a Menu Selection in the Batch Utility ............................................. 289 Renaming a Message in the Batch Portable Application.................................. 292 Upload Processing Preferences..........
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2283.book Page xvi Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual CHAPTER 19: CE Check In-Out ........................................................337 Introduction .............................................................................................................. 338 Checking In Items .................................................................................................... 338 Checking Out Inventory ......................................................
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2283.book Page xvii Thursday, July 9, 2009 11:26 AM Table of Contents Overview.................................................................................................................. 382 Compacting the Workstation Application File ........................................................ 382 APPENDIX C: Microsoft Access Integration .....................................383 Introduction..............................................................................................................
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2283.book Page xviii Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Inventory by Category Report.................................................................................. 414 Inventory by Location Report .................................................................................. 415 Inventory by Lot/Exp Date Report........................................................................... 416 Inventory Item # Detail ...............................................
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2283.book Page xx Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual The DMS 7 Interface DMS 7 uses the Microsoft Access 2007 runtime. The application has adopted the changes found in Microsoft Office 2007. The DMS Actions Menu found in previous DMS versions is no longer part of the User Interface. The menu bar has been replaced by a Command Tab structure; the menu options have been replaced by options found in the Command Tab Ribbon.
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2283.book Page xxi Thursday, July 9, 2009 11:26 AM Preface About This Documentation The Work Area of the screen contains a Dashboard tabbed window, which is the default window. Work Area of Screen: Default Dashboard Tabbed Window When you open other application forms, they also appear in the Work Area of the screen as tabbed windows. To move between the tabbed areas, click between them.
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83.book Page xxii Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Tabbed Windows When you want to close a tabbed window, click on it to bring it to the front and click the Close button found along the bottom right portion of the window.
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2283.book Page xxiii Thursday, July 9, 2009 11:26 AM Preface About This Documentation Selecting Command Tabs • Double-click: Double-clicking is used to initiate (or open) an application. When instructed to double-click in this manual: click the left mouse and hold the right mouse button without moving the mouse. • Right-click: Right-clicking is used to open specific right-click menu options. When instructed to right-click in this manual: press and hold the right mouse button without moving the mouse.
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2283.book Page xxiv Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual The Location form appears in the Work Area as a tabbed window: Processing Transactions in Check InOut You are often instructed to click a button along the bottom of the form to process a transaction: Transaction Buttons For example, click the Do It button to process a Check In transaction from the Check In form.
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2283.book Page xxv Thursday, July 9, 2009 11:26 AM Preface About This Documentation Do It Button Choosing a Setting Many forms contain check boxes and/or radio buttons next to selection options; you are often instructed to mark a check box or select an option: • Check Box: To enable a check box option, mark the check box by clicking the check box or the adjacent text. • Radio Button: To select an option, click the button or the adjacent text.
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2283.book Page xxvi Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual • Press the TAB key to move forward between cells, fields or selections. • Use the SHIFT+TAB key combination to move backwards between cells, fields or selections. • Use the arrow keys to move between check boxes and radio buttons. • Use the SPACEBAR to place an “X” in a selected check box. • Use the ALT key combined with the underlined letter of a feature to activate.
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2283.book Page xxvii Thursday, July 9, 2009 11:26 AM Preface About This Documentation Keyboard Keys The following is a brief description of the keyboard keys referred to in this manual. These keys are identified with this bold typeface. ENTER Key The ENTER key refers to the Return or Carriage Return key and is used to input data to a cell or field. ESC Key The ESC key is located on the top left of most keyboards, to the left of the function keys and above the numeral keys.
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2283.book Page xxviii Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Reseller Technical Support Another excellent source for technical assistance and information is an authorized IntelliTrack reseller. A reseller is directly acquainted with specific types of businesses, application software, and computer systems and, therefore, is in the best position to provide individualized assistance.
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2283.book Page 1 Thursday, July 9, 2009 11:26 AM CHAPTER 1 Introduction Overview 2 Program Requirements Using Microsoft Access with Check In-Out Installation and Activation Upgrading the v5.1 and v5.2 Database Upgrading the v5.0 Database Upgrading the v4.
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2283.book Page 2 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Overview The IntelliTrack Check In-Out v7.0 SQL software is designed to be used with portable or fixed station bar code readers to provide a complete turnkey solution to manage your inventory (if you have only purchased the Check In-Out module, you will need to purchase your hardware separately).
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2283.book Page 3 Thursday, July 9, 2009 11:26 AM Chapter 1 Introduction access to all forms, reports, queries, macros and tables that are part of the IntelliTrack system. Installation and Activation Please refer to the IntelliTrack Check In-Out Quick Start Guide for installation and upgrade instructions. The IntelliTrack installation CD includes a run-time (limited) version of Microsoft Access.
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2283.book Page 4 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Upgrading the v5.0 Database For the v5.0 SQL version, you must run the 5.0 to 5.1 upgrade script (50to51.sql) BEFORE you install DMS v7.0 software. The upgrade script is located in the CIO folder on your installation CD. We recommend backing up your data BEFORE running the upgrade script. Upgrading the v4.X Access Database You are able to import existing data from a non-SQL version 4.
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2283.book Page 5 Thursday, July 9, 2009 11:26 AM Chapter 1 Introduction By default, the Data Source field points to your current application directory. 4. Click the Browse button (...) to navigate to the network location of your v4.X standard Access data file. The Select Attached Files form appears. 5. Navigate to the network location of your database via this form. 6. Select the file, and then click the Open button to close the Select Attached File window and return to the Restore Wizard form.
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2283.book Page 6 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual 7. When the correct data file is entered in the Data Source field of the Restore Wizard form, click the Right Arrow button to continue. 8. The Purge Data form of the Restore Wizard appears. If you did not purge your existing application data before beginning the data upgrade, and you want to purge your existing application data before upgrading your Check In-Out v4.
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2283.book Page 7 Thursday, July 9, 2009 11:26 AM Chapter 1 Introduction Site: mark this check box to upgrade all sites in the database. Location: mark this check box to upgrade all locations and sites in the database. When you mark this check box, the Site check box is marked automatically. Check Out Items Inventory by Location: mark this check box to upgrade the inventory. When you mark this check box, the Location, Site, and Item# check box are marked automatically.
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2283.book Page 8 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Database Connection Setting 8 The database is connected to the application at the Data Link Properties form. To connect a database to the application, please refer to the steps that follow. 1. Select Tools Command Tab > Database Command Set > Database. 2. The Data Link Properties form appears: 3. In the 1.
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2283.book Page 9 Thursday, July 9, 2009 11:26 AM Chapter 1 Introduction base name: option by entering the logical database name (for example, DATACHE7), and then browsing or entering the data file name, including the full path (for example: C:\Program Files\Microsoft SQL Server\MSSQL\Data\DATACHE7.MDF). 8. Back-End (Data File) Maintenance Click OK to close the form and attach the database to the application. We recommend backing up the back-end data file daily.
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2283.book Page 10 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual 2. These utilities are found in your program folder: C:\Program Files\IntelliTrack\DMS\Check In Out\7.0\backup.bat C:\Program Files\IntelliTrack\DMS\Check In Out\7.0\restore.bat 3. To create a backup, double-click the backup utility file backup.bat. A backup file of the database called backup.dat is placed in the databackup folder in your Check In Out directory. 4.
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2283.book Page 11 Thursday, July 9, 2009 11:26 AM Chapter 1 Introduction 2. In the list of Services, locate SQL Server (MSSQL). This listing contains a Log On As entry. This is the name of the Service Account for SQL Server. Typically, it is named Network Service. Make a note of the Log On As entry name because this is the name of the service account. In order to create a backup database with the backup.bat utility, this account must have read/write access in the databackup folder. 3.
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2283.book Page 12 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual 12 4. Select Properties from the right-click menu. The databackup Properties window appears. 5. In the databackup Properties window, select the Security tab to bring this portion to the front. If the name of your service account is not listed in this window, you must add it; continue with the next step. (If the name of your service account is listed, skip ahead to step 9.) 6.
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2283.book Page 13 Thursday, July 9, 2009 11:26 AM Chapter 1 Introduction 7. In the Enter the Object Names area of the window, enter the service account name (typically this is called Network Service) and then click the Check Names button to verify this name. If the name is correct, it will automatically become underlined. (If this name is not correct, verify it again in the Administrative Tools\Services list, please see steps 1 and 2.) 8.
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2283.book Page 14 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual and you are returned to the databackup Properties window\Security tab. 14 9. Select the account name in the Group or user names portion of the window. In the Permissions for (service account) area of the window, make sure that the Allow check box is marked for Read and Write. 10. Click OK to close the databackup Properties window.
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2283.book Page 15 Thursday, July 9, 2009 11:26 AM Chapter 1 Introduction Portable Bar Code Reader Support Your application includes a CE Batch Portable application that interfaces with the workstation application. When you use the CE Batch Portable application, you are able to use portable data terminals with a bar code scanner to scan inventory data into the system. The DMS Batch Synchronization Utility contains the CE Batch Portable application.
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2283.book Page 16 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.
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2283.book Page 18 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Basic Startup Procedures Upon installation, you are provided with sample data. Use IntelliTrack DMS Check In-Out with the sample database to become familiar with the application. After you have registered your product and are ready to use Check In-Out to track and manage your circulating inventory, PURGE the sample data from the system via the Purge tab options.
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2283.book Page 19 Thursday, July 9, 2009 11:26 AM Chapter 2 Getting Started Using the Application Before you set system options and enter any data, it is a good idea to become familiar with the workstation application, since this is where you will set up and maintain your information, print bar code labels, and run reports. The following sections overview how to open, close, and navigate through the workstation application to help you get started.
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2283.book Page 20 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Using the Security Ribbon Options The Security ribbon options in the Manage tab include Logout, Change Password (when security is enabled), and Quit. Logging Out Once you are logged into the application, the application loads your user profile and gives you options to application functions based on your user privileges.
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2283.book Page 21 Thursday, July 9, 2009 11:26 AM Chapter 2 Getting Started You are able to change your password by selecting the Change Password option. When you select this option, the Change Password form appears. Enter your current password in the Old Password field. Next, enter your new password in the New Password field and then confirm it in the Verify field. Click the Close button to change the password and close the Change Password form.
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2283.book Page 22 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Using the Dashboard After you log into the application, the Dashboard appears. It is the default window and always remains open. The Dashboard automatically displays information about your inventory, depending on the queries that you select.
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2283.book Page 23 Thursday, July 9, 2009 11:26 AM Chapter 2 Getting Started To print a query to your default printer, select it from the dashboard’s query list and then click the Print button. (If the Print button is disabled for the query that you select, then that particular query is not available for printing.) Reloading the Dashboard If the Dashboard closes for any reason, you are able to reload it by using the following keystroke combination: Ctrl + Shift + F10.
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2283.book Page 24 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Security Command Set Check In Command Set Stock Command Set If a selection in the Command Set appears to be grayed out, it means that the option is not available, or that the current user does not have access to this feature. Transaction Buttons An overview of each transaction button, along with its description is found in the table that follows.
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2283.book Page 25 Thursday, July 9, 2009 11:26 AM Chapter 2 Getting Started TABLE 1. Transaction Button Buttons (Continued) Description Function Do It! Run or process the data files. Duplicate Duplicate existing record. Edit Edit or modify the data record. Filter Select specific records. Find Find and/or replace data. First Record Go to the first record. International Display the International Settings form to select language, date format, and label format.
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2283.book Page 26 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual TABLE 1. Transaction Button Buttons (Continued) Description Function Preview Preview a report. Previous Go to the previous record. Print Print the desired report or label. Retire Retire the selected item. Save Save the data file to the default location on the PC. Show All Show all selectable records. Undo Changes Undo edits to records and data. View View a form, record, label.
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2283.book Page 27 Thursday, July 9, 2009 11:26 AM Chapter 2 Getting Started brackets, asterisk, ampersand, tilde, pound sign, per cent sign, caret sign, etc. If you use these special characters when you enter your data, the database will become corrupted. Reaching the Online Help Pressing the F1 key from most forms will open the online help.
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2283.book Page 28 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.
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2283.book Page 30 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Introduction The Purge function manages application data by deleting old or obsolete information from the application. This keeps the database size to a minimum and improves system performance. Data is purged at the Purge form. Caution:IntelliTrack strongly recommends performing a complete database backup before using purge functions. A Note About Sample Data The application ships with sample test data.
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2283.book Page 31 Thursday, July 9, 2009 11:26 AM Chapter 3 Purging Data The Purge options include: Purging Uploaded Physical Inventory Data • History • Uploaded Inventory • Select from All Data • Lookup Tables • Empty Locations • Retire Data Caution:Proceed with caution; the Uploaded Inventory purge will delete ALL inventory information. To delete all data in the inventory by location table (all quantity and location information), please refer to the steps below.
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2283.book Page 32 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual History data is deleted by date range. To delete history data, please refer to the steps below. Purging Retire Data 32 1. Select History from the purge options. The Purge History Data form appears. 2. Click the drop-down arrow in the From Date field and select the beginning date from the list of dates that appears. 3.
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2283.book Page 33 Thursday, July 9, 2009 11:26 AM Chapter 3 Purging Data Purging All Data 3. Next, click the drop-down arrow in the To Date field to set the ending date for the purge date range 4. Click the Do It button to complete the retire data purge. (To cancel the retire data purge, click the Cancel button.) Important:Use the Purge Select From All Data function to remove sample and practice data from the application before using IntelliTrack Check InOut system with live or real data.
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2283.book Page 34 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Purging Lookup Data 5. To purge Location data, mark the Location check box. 6. When you mark the Location check box, the Check Out Items check box and the Consumables check box are automatically marked, which means that this information will automatically be purged when you elect to purge location data. 7. To purge Check Out Items in the system, mark the Check Out Items check box. 8.
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2283.book Page 35 Thursday, July 9, 2009 11:26 AM Chapter 3 Purging Data Purging Empty Locations If your system uses lots and/or expiration dates, the database may build up a number of locations with 0 (Zero) quantity. This happens because each lot and expiration date creates a unique record in the Inventory by Location table. When new lots and dates come into the system, old lot and date information holds a position in the Inventory by Location table.
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2283.book Page 38 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Introduction Before you begin using IntelliTrack DMS Check In-Out to assist with storing, tracking, and managing your circulating inventory, we encourage you to activate the features and options included with your system that you intend to use; set security options; and choose system language and date and time formats. All of the functions to configure the application are in the Tools and Portable Command Tabs.
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2283.book Page 39 Thursday, July 9, 2009 11:26 AM Chapter 4 Setup TABLE 2. Setup Button Form Buttons Function Description Company Setup Click this button to bring the Company Information portion of this form to the front. Options Click this button to bring the Options portion of this form to the front. International Click this button to bring the International Options portion of this form to the front. Speed Click this button to bring the Pull Down Options portion of this form to the front.
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2283.book Page 40 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Entering Company Information When you choose Setup from the Tools options, the Company Information form appears. The Company information is to front of the form. Enter the company contact information in the Company Information portion of the form. Note: The Company name as entered in the Company field will automatically be printed on the Check In-Out reports. 40 1. Enter the company name in the Company field.
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2283.book Page 41 Thursday, July 9, 2009 11:26 AM Chapter 4 Setup Setting System Options System options are set in the Options portion of the form. To set system options, please refer to the instructions below. 1. Click the Options button found along the bottom of the Setup form. 2. The Options portion of the form is brought to the front. 3. The following options are available: Caution:The History Logging, Pictures, and Sites options alter the way Check In-Out operates.
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2283.book Page 42 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Use 24 Hour Times: The time format displayed here must match the time format set in the Windows Regional Settings control panel. Sum Inventory on View: check this box to enable automatic sum of inventory when viewing the Location/Item# for Item#/Location form. History Logging: check this box to generate an on-going history of transactions occurring throughout the system.
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2283.book Page 43 Thursday, July 9, 2009 11:26 AM Chapter 4 Setup Note: The pictures feature uses Object Linking and Embedding (OLE) technology for display and editing. Image files are imported into the Check In-Out application and linked to a network file location. • Show Pictures: None, Receipts, Issues, All: This option becomes enabled if the Pictures option is selected. When you select None, pictures are not viewable on Check In, Check Out, Issue, or Receipts forms.
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2283.book Page 44 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual • Select the system language option from the choices available: English: the default system language Francais: select this option to set French as the system language. Espanol: this option is not in use at this time. German: this option is not in use at this time. User Defined: this option allows for a customer language selection; select this option to set your customized language option.
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2283.book Page 45 Thursday, July 9, 2009 11:26 AM Chapter 4 Setup Important:Do not change the date format for your PC (control panel; Regional/Date settings) while Check In-Out is running. To change the date format, exit the application; change the date format via your computer’s control panel; and then restart the application. Setting Pull Down List Options The pull down list options influence how your system will find the available data for a field.
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2283.book Page 46 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual • Pull Down: select this option to view the item or location selections in a pull down list. • Auto Expand: select this option to enable the Access Auto Expand feature. This enters the entire data value that most closely matches what you begin to enter from the pre-existing set of data in the database. For example, enter 1T in the item lookup field for the value ITOPGUN.
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2283.book Page 47 Thursday, July 9, 2009 11:26 AM Chapter 4 Setup View all Sites: view and modify the default site data only; view all site data at the History form. View and Modify All Sites: view and modify data for all sites in the system. CE Batch Setup When a user account is established, the user must have security access to the portable device (set at the Security Privileges form: Tools Command Tab > Security Command Set > Privileges option in the ribbon).
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2283.book Page 48 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual • Import/Export options • Inventory options • Check In option • Issues option • Receipts option • Retire option • Check Out option • Tools menu Each area is assigned an access level by the Administrator, which is used to assign security rights to each user. Note: Any sub option contained within the options listed above contains the same access level as the “main” option.
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2283.book Page 49 Thursday, July 9, 2009 11:26 AM Chapter 4 Setup 1. Select Tools Command Tab > Setup Command Set > Setup. 2. When the setup form appears, select the Options button. 3. The Options portion of the form appears to the front. 4. Make sure the Security Enabled check box is marked. (This means that security is activated for your system.) 5. Select the Close button to close the form and enable security.
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2283.book Page 50 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual database, look at the history records, and perform any other function that does not change the data.) Note: You do not have to assign all nine levels of access. You can use up to nine levels; however, if you decide you want to use only five levels, then 5 would represent the lowest level of access in your hierarchical system. Security privilege access levels are assigned at the Security Privilege form.
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2283.book Page 51 Thursday, July 9, 2009 11:26 AM Chapter 4 Setup 2. Place the access level in the Level column next to the Description column. Important:You do not have to assign all nine levels of access. You can use up to nine levels; however, if you decide you want to use only five levels, then 5 would represent the lowest level access in your hierarchical system.
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2283.book Page 52 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual User Access Levels Everyone who will use the system should be entered as a system user. Important:The user access level relates directly to the security privilege access level. The user access level will determine the privileges that the user may access. Notes About User Access Levels • Usually you will set up the user access level at the same time you add a user.
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2283.book Page 53 Thursday, July 9, 2009 11:26 AM Chapter 4 Setup TABLE 3. Security Access Levels User Access Level Description Level 1 (Full Administrator Access) A Level 1 user has full access to the entire system, including the ability to set system privilege access levels, add users and set user access levels. Level 2 through Level 8 User task access is determined by the access level assigned at the Security Privileges form.
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2283.book Page 54 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Adding Users To add a new user to the system, refer to the instructions that follow. 1. Select Tools Command Tab > Security Command Set > Users. Users Selection in the Security Command Set 54 2. The Users form appears: 3. Click the Add button found along the bottom of the form. 4. The Create User form appears. Enter the user name in the UserID field.
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2283.book Page 55 Thursday, July 9, 2009 11:26 AM Chapter 4 Setup 5. To set a password for this user, place the cursor in the New Password field. Enter the password in the New Password field; press the Tab key to advance to the Verify field. Re-enter the password in the Verify field to confirm it. If you do not want to assign user passwords, leave the password field blank. A blank password is a valid password. 6. Select the Close button to close the form when you are finished. 7.
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2283.book Page 56 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual 56 3. Next, click inside the user name in the User ID column for the user name that you would like to edit. 4. In the User ID column, edit the username.
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2283.book Page 57 Thursday, July 9, 2009 11:26 AM Chapter 4 Setup 5. Click the Close button found along the bottom of the form to close the form and save the changes. Changing the User Password Important:The password is changed for the user who is currently logged into the system. If you are using passwords, and want to change your password, follow the steps below. 1. Click Manage Command Tab > Security Command Set > Change Password. 2. The Change Password form appears.
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2283.book Page 58 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual 3. The UserID field is automatically filled in with the logged in user’s name. This field may not be changed. 4. Enter the password that you want to change in the Old Password field. 5. Enter the new password in the New Password field. 6. Enter the new password again in the Verify field to verify the new password for the system. 7.
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2283.book Page 59 Thursday, July 9, 2009 11:26 AM Chapter 4 Setup 4. Click the Delete button found along the bottom of the form. A warning message appears, asking you if you are sure you want to delete this record. 5. To continue deleting the record, select Yes. (To cancel deleting the record, select No. The form closes; you are returned to the Users form; the record has not been deleted.
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2283.book Page 60 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual User Defined Titles Almost all of the fields that are in the Check In-Out application are user definable. This means that you may rename form fields to fit your in-house terminology. User titles are custom defined in the User Defined Titles form. This form lists all of the titles available for custom defining.
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2283.book Page 61 Thursday, July 9, 2009 11:26 AM Chapter 4 Setup Note: Enter “---” as a user title for Issues, Check Out, Receipts, or Check In user prompts (i.e., InvUser1), to skip these fields and speed data entry. The same effect is available in the Order# and Dept fields. The User Defined Titles Form The User Defined Titles form shows the default form title used by the application, the field type that the title refers to, and the size of the actual underlying field.
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2283.book Page 62 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual 4. The Field Used As portion of the form lists the areas in the application that use this title name. 5. Press the key to advance to the Your Title field. The cursor appears in this field. Next, enter the custom title in this field. 6. The custom title entered in the Your Title column will be substituted for the Normal Title where applicable in the system.
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2283.book Page 63 Thursday, July 9, 2009 11:26 AM Chapter 4 Setup 7. When you are finished click the Close button to close the form. The fields will be updated. Note: To make changes to the user defined titles, reprogram the portable data collection unit to update the user defined titles contained in the portable data collection application. Customize Queries, Reports, and Labels You can customize the application to meet your requirements.
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2283.book Page 64 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual 1. In this form, click the Add button to add a query to the application. (Please refer to your Access documentation for more information on creating forms.) 2. For the query that you created, enter the query title in the Title field. 3. Enter the form name for this query in the Form Name field. (Once a query has been added to the application, you are able to modify the name of the query in the Title field.
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2283.book Page 65 Thursday, July 9, 2009 11:26 AM Chapter 4 Setup Deleting a Customized Query You are able to delete a customized query from the Customize Queries form. Pre-defined queries cannot be deleted. To delete a customized query from the application, please refer to the steps that follow. 1. Select Tools > Customize > Queries from the Command Tab bar. The Customize Queries form appears. 2. Select the customized query that you want to delete. 3.
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2283.book Page 66 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Adding a Customized Report The application ships with pre-defined reports; these cannot be altered or deleted. However, custom reports created in MS Access may be added to the application at the Customize Reports form. Once added, the report will appear as a report option in the Reports form. Use this form to add custom reports to the application.
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2283.book Page 67 Thursday, July 9, 2009 11:26 AM Chapter 4 Setup 2. For the report that you created, enter the report title in the Title field. (To change the appearance of the Name of a Report on the Report menu without changing the Report (form), modify the Title field of the desired report.) 3. Enter the object name of the report in the Name field. 4. Enter the report description for this report in the Description field. 5.
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2283.book Page 68 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual 9. Open the ModuleReports table and add a new record using the ReportID and ModuleID values from steps 7 and 8, for the ReportID and the ModuleID fields in the ModuleReports table, respectively. 10. In the Check In-Out application, open the reports form by clicking Reports > Reports. The new report should be listed as a selection in this form.
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2283.book Page 69 Thursday, July 9, 2009 11:26 AM Chapter 4 Setup To add a custom bar code label format in the Bar Code Labels form, select the Custom Label Type option in the Bar Code Labels form. For more information about this procedure, please refer to “Creating a New Label Format” on page 221.
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2283.book Page 70 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.
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2283.book Page 72 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Introduction IntelliTrack Check In-Out lookups help you accurately track site, item, and inventory data by maintaining up-to-date lists for critical information.
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2283.book Page 73 Thursday, July 9, 2009 11:26 AM Chapter 5 Lookups edit, or delete a manufacturer from the Mfr form, please refer to the sections that follow. You are able to add a new manufacturer to the system via the Mfr form. Select the Manage Command tab > Lookup Tables Command Set > Mfr option in the ribbon. The Mfr form appears: Adding a Manufacturer To enter a new manufacturer, refer to the instructions below.
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2283.book Page 74 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual The cursor appears in the field above the manufacturer list. The Save and Undo buttons found in the bottom right portion of the form become enabled. 3. Next, enter the name of the new manufacturer in the field above the Manufacturer list. If you want to cancel adding the manufacturer, click the Undo button to cancel adding a new manufacturer. 74 4. Click the Save button. 5.
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2283.book Page 75 Thursday, July 9, 2009 11:26 AM Chapter 5 Lookups 6. Editing a Manufacturer The form has been reset and is ready for more transactions. When you are finished at this form, click the Close button to exit the Mfr form and save your changes. Manufacturers are edited at the Mfr form. To edit a manufacturer entry from the Mfr form please refer to the steps that follow.
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2283.book Page 76 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual If you want to cancel editing this entry, click the Undo button. 4. To save the changes to the entry, click the Save button found in the bottom right corner of the form. The field above the Manufacturer list clears and the edited manufacturer is updated in the Manufacturer list.
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2283.book Page 77 Thursday, July 9, 2009 11:26 AM Chapter 5 Lookups 5. Deleting a Manufacturer The form has been reset and is ready for more transactions. When you are finished at this form, click the Close button to close the form. To delete a manufacturer from the Manufacturer list, please refer to the steps below. 1. Select the manufacturer that you want to delete. 2. Click the Delete button. The manufacturer is removed from the list.
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2283.book Page 78 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual 3. The form has been reset and is ready for more transactions. When you are finished at this form, click the Close button to close the form. Model A model represents specific information about the products or goods that you are tracking with the Check In-Out application; for example, it may be a model number or a model description.
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2283.book Page 79 Thursday, July 9, 2009 11:26 AM Chapter 5 Lookups The Model form appears. Adding a Model To add a new entry to the Model form, please refer to the instructions below. Warning: When entering data in the application, DO NOT USE special characters or quotes with the exception of dashes, dots and spaces. Except for dashes, dots, and spaces, if you use special characters or quotes when entering data in the application, the database will become corrupted.
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2283.book Page 80 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual (If you want to cancel adding this entry, click the Undo button.) 3. Click the Save button to place the new entry in the list. The field clears; the new entry is part of the list. 4. 80 The form has been reset and is ready for more transactions. When you are finished at this form, click the Close button to close the form.
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2283.book Page 81 Thursday, July 9, 2009 11:26 AM Chapter 5 Lookups Editing a Model To edit a model entry in the Model form, please refer to the instructions that follow. Warning: When entering data in the application, DO NOT USE special characters or quotes with the exception of dashes, dots and spaces. Except for dashes, dots, and spaces, if you use special characters or quotes when entering data in the application, the database will become corrupted.
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2283.book Page 82 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual 3. Edit the entry in this field. (If you want to cancel your change to the entry, click the Undo button. 82 4. When you are finished editing the model entry, click the Save button. 5. The model appears in the Model list with the changes in place.
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2283.book Page 83 Thursday, July 9, 2009 11:26 AM Chapter 5 Lookups 6. Deleting a Model The form has been reset and is ready for more transactions. When you are finished at this form, click the Close button to close the form. To delete a model from the Model list, please refer to the instructions below. 1. From the Model form, select the model that you want to delete from the Model list. 2. Click the Delete button found along the bottom of the form. The entry will be deleted from the list. 3.
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2283.book Page 84 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Category A category refers to the types of items or goods stocked in your facility. A category could be related to a product type or in-stock inventory type such as raw materials or finished goods. Categories are maintained in the application at the Categories form. When entered in the Categories form, the Category list becomes available for category selection in various forms.
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2283.book Page 85 Thursday, July 9, 2009 11:26 AM Chapter 5 Lookups Adding a Category To add a category to the Categories form, please refer to the instructions that follow. Warning: When entering data in the application, DO NOT USE special characters or quotes with the exception of dashes, dots and spaces. Except for dashes, dots, and spaces, if you use special characters or quotes when entering data in the application, the database will become corrupted.
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2283.book Page 86 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual The field clears and the newly added category is now part of the Category list. 4. Editing a Category The form has been reset and is ready for more transactions. Click the Close button when you are finished at this form. To edit a category entry in the Categories form, please refer to the instructions that follow.
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2283.book Page 87 Thursday, July 9, 2009 11:26 AM Chapter 5 Lookups 2. Next, click the Change button. The category will appear in the field above the Category list. Edit the category entry. (To cancel this change, click the Undo button.) 3. Click the Save button to save the change to the category list. The category will appear in the Category list with the changes in place.
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2283.book Page 88 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual 4. Deleting a Category The form has been reset and is ready for more transactions. When you finished at this form, click the Close button to close the form. To delete a category from the Category list, please refer to the instructions below. 1. Select the category that you want to delete from the list. 2. Click the Delete button found along the bottom of the form. The entry will be deleted from the list. 3.
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2283.book Page 89 Thursday, July 9, 2009 11:26 AM Chapter 5 Lookups Condition A condition describes the state of the equipment, goods, or products that are tracked in the application. They are maintained in the Condition form. When entered in the Condition form, the condition list becomes available for condition selection in various forms. Hence, it is important to list the conditions that you use at this table.
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2283.book Page 90 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Adding a Condition To add an entry to the Condition form, please refer to the instructions below: Warning: When entering data in the application, DO NOT USE special characters or quotes with the exception of dashes, dots and spaces. Except for dashes, dots, and spaces, if you use special characters or quotes when entering data in the application, the database will become corrupted.
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2283.book Page 91 Thursday, July 9, 2009 11:26 AM Chapter 5 Lookups 4. Editing a Condition The form has been reset and is ready for more transactions. When you are finished at this form, click the Close button. To edit a condition entry in the Condition form, please refer to the instructions that follow. Warning: When entering data in the application, DO NOT USE special characters or quotes with the exception of dashes, dots and spaces.
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2283.book Page 92 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual 2. Next, click the Change button. 3. The condition will appear in the field above the Condition list. Edit the condition entry. To cancel editing this entry, click the Undo button. 4. 92 To save the edited entry to the condition list, click the Save button.
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2283.book Page 93 Thursday, July 9, 2009 11:26 AM Chapter 5 Lookups Deleting a Condition 5. The condition will appear in the Condition list with the changes in place. 6. The form has been reset and is ready for more transactions. When you are finished at this form, click the Close button to close the form. To delete a condition from the Condition list, please refer to the instructions below. 1. Select the condition that you want to delete from the list. 2.
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2283.book Page 94 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual into the Sites form, be sure to assign the default site, site viewing privileges, and site modification privileges at the Local Site Settings form. Note: The site {0} is a system default site that is used when the Site field is disabled (when multiple sites are not enabled). Please refer to the instructions that follow for more information on working with the Site form.
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2283.book Page 95 Thursday, July 9, 2009 11:26 AM Chapter 5 Lookups 3. Click the Add button found along the bottom of the form. 4. The cursor appears in the field above the Site list. Enter the new site name in this field. Also, the Save and Undo buttons become enabled. To cancel adding this site, click the Undo button. 5. Click the Save button to save the site to the list.
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2283.book Page 96 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Editing a Site 6. The field clears and the newly added site is now part of the Site list. 7. The form has been reset and is ready for more transactions. When you are finished at this form click the Close button to close the form. Note: We DO NOT RECOMMEND editing a Site that contains items for check in-out. Sites are edited at the Site lookup form. To edit a site entry, please refer to the steps that follow.
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2283.book Page 97 Thursday, July 9, 2009 11:26 AM Chapter 5 Lookups Warning: When entering data in the application, DO NOT USE special characters or quotes with the exception of dashes, dots and spaces. Except for dashes, dots, and spaces, if you use special characters or quotes when entering data in the application, the database will become corrupted. For more information, please refer to “Precautions When Entering Data” on page 26. 1. Select the Site you want to edit from the Site list. 2.
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2283.book Page 98 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual To cancel your changes, click the Undo button. Deleting a Site 4. Click the Save button to save your changes to the entry. 5. The field clears and the Site is changed in the Site list. 6. The form has been reset and is ready for more transactions. When you are finished at this form, click the Close button to close the form.
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2283.book Page 99 Thursday, July 9, 2009 11:26 AM Chapter 5 Lookups Department A department refers to a specialized division of your organization (i.e., Accounting Department, Engineering Department). When entered as a lookup the Department becomes available for selection in various forms. Hence, it is important to list the departments that you use. To add, edit, or delete a department from the Department list, please refer to the sections that follow.
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2283.book Page 100 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Adding a Department To add a department to the department form, please refer to the steps that follow. Warning: When entering data in the application, DO NOT USE special characters or quotes with the exception of dashes, dots and spaces. Except for dashes, dots, and spaces, if you use special characters or quotes when entering data in the application, the database will become corrupted.
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2283.book Page 101 Thursday, July 9, 2009 11:26 AM Chapter 5 Lookups (To cancel adding this entry, click the Undo button. 4. Click the Save button to save the new entry to the list. The field clears and the department is now added to the Dept list. 5. The form has been reset and is ready for more transactions. When you are finished at this form, click the Close button to close the form.
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2283.book Page 102 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Editing a Department To edit a department in the Dept form, please refer to the steps below: Warning: When entering data in the application, DO NOT USE special characters or quotes with the exception of dashes, dots and spaces. Except for dashes, dots, and spaces, if you use special characters or quotes when entering data in the application, the database will become corrupted.
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2283.book Page 103 Thursday, July 9, 2009 11:26 AM Chapter 5 Lookups Click the Undo button to cancel the change to the department entry. 4. Click the Save button to save your changes. The field clears and the edited entry is placed in the list. The Department is now changed in the Dept list. 5. The form has been reset and is ready for more transactions. When you are finished at this form, click the Close button to close the form.
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2283.book Page 104 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Deleting a Department To delete a Department from the Dept list, please refer to the steps below: 1. From the Dept form, select the entry that you want to delete from the Dept list. 2. Click the Delete button found along the bottom of the form. The entry has been removed from the list. 3. The form has been reset and is ready for more transactions.
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2283.book Page 105 Thursday, July 9, 2009 11:26 AM Chapter 5 Lookups 2. The Accounts form appears: 3. Click the Add button found along the bottom of the form to place the form in the Add mode. The cursor is placed in the field above the account list; the Save and Undo buttons become enabled. 4. Enter the new account in the field found above the Account list. To cancel adding this entry, click the Undo button. 5. Click the Save button to save the entry to list.
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2283.book Page 106 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual The field clears and the new entry is placed in the list. 6. Editing the Account The form has been reset and is ready for more transactions. When you are finished at this form click the Close button to close the form. To edit an account entry, please refer to the instructions that follow.
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2283.book Page 107 Thursday, July 9, 2009 11:26 AM Chapter 5 Lookups 3. Edit the entry in this field. To cancel the change, click the Undo button. 4. To save the changes to the entry, click the Save button. The field clears and the edited entry appears in the list. 5. The form has been reset and is ready for more transactions. When you are finished at this form, click the Close button to close the form.
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2283.book Page 108 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Deleting the Account To delete an account entry in the Accounts form, please refer to the instructions that follow. 1. Select the account that you want to remove from the Account list. 2. Click the Delete button. The account is removed from the list. 3. The form has been reset and is ready for more transactions; when you are finished at this form, click the Close button to close the form.
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2283.book Page 109 Thursday, July 9, 2009 11:26 AM Chapter 5 Lookups Adding a Unit of Measure To add a unit of measure (UOM) to the Measure form, please refer to the instructions below. Warning: When entering data in the application, DO NOT USE special characters or quotes with the exception of dashes, dots and spaces. Except for dashes, dots, and spaces, if you use special characters or quotes when entering data in the application, the database will become corrupted.
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2283.book Page 110 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual If you want to cancel adding this entry, click the Undo button to remove it from the field. 6. To save the new entry, click the Save button. The field clears and the new entry appears in the list. 7. 110 The form is reset and ready for another transaction. When you are finished at this form, click the Close button to close the form.
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2283.book Page 111 Thursday, July 9, 2009 11:26 AM Chapter 5 Lookups Editing a Unit of Measure To edit a unit of measure, please refer to the instructions below. Warning: When entering data in the application, DO NOT USE special characters or quotes with the exception of dashes, dots and spaces. Except for dashes, dots, and spaces, if you use special characters or quotes when entering data in the application, the database will become corrupted.
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2283.book Page 112 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual 3. When you are finished editing the entry, click the Save button to save the change. The field clears and the edited entry appears in the list. 4. Deleting a Unit of Measure The form resets and is ready for another transaction. If you are finished at this form, click the Close button to close it. To delete a unit of measure entry in the Measure form, please refer to the instructions that follow. 1.
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2283.book Page 114 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Initializing the System Once you have set up your system options and lookups, you are ready to add locations, items, and inventory. Consider the following three methods of preparation: • Manual Entry: Manually enter inventory information, including locations, into the Check In-Out system. • Import: Import existing inventory information from another system (such as a spreadsheet) into the Check In-Out system.
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2283.book Page 115 Thursday, July 9, 2009 11:26 AM Chapter 6 Initializing the System Use the Location Data form to list all locations, and to add, delete and change location data. Each location contains the following fields: Warning: When entering data in the application, DO NOT USE special characters or quotes with the exception of dashes, dots and spaces.
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2283.book Page 116 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Adding a Location to a Site 116 To add location data, complete the following steps: Warning: When entering data in the application, DO NOT USE special characters or quotes with the exception of dashes, dots and spaces. Except for dashes, dots, and spaces, if you use special characters or quotes when entering data in the application, the database will become corrupted.
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2283.book Page 117 Thursday, July 9, 2009 11:26 AM Chapter 6 Initializing the System Changing Location Information Deleting a Location To change location data, complete the following steps: 1. Open the Location form and select the location that you want to edit. 2. Place the cursor in the Location field to change the location name. Press TAB to advance to the next field. 3. Make the desired change to the location description in the (optional) Loc Desc field. Press TAB. 4.
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2283.book Page 118 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Adding Items Manually Warning: When entering data in the application, DO NOT USE special characters or quotes with the exception of dashes, dots and spaces. Except for dashes, dots, and spaces, if you use special characters or quotes when entering data in the application, the database will become corrupted. For more information, please refer to “Precautions When Entering Data” on page 26.
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2283.book Page 119 Thursday, July 9, 2009 11:26 AM Chapter 6 Initializing the System Item Data Form Buttons The Item Data form uses “transaction” buttons to perform data processing. The buttons are found along the bottom of the form. The chart below shows an example of each button on the form and explains the button’s functionality. TABLE 4. Item Button Data Form Buttons Function Description Add Places the form in Add mode. Allows you to add an item to the database.
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2283.book Page 120 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual TABLE 4. Item Button Adding an Item to the Database Data Form Buttons (Continued) Function Description Close Save your data and close/exit the form. Page The Item Data form contains two pages. Click this button to navigate between the Item Data form pages. Warning: When entering data in the application, DO NOT USE special characters or quotes with the exception of dashes, dots and spaces.
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2283.book Page 121 Thursday, July 9, 2009 11:26 AM Chapter 6 Initializing the System 4. The cursor is placed in the Item# field. Enter the item number in this field. Press the key to advance to the Alt No field. 5. Enter the alternate item number in the Alt No field, if applicable. Press the key to advance to the Desc field. 6. Enter the item description in the Desc field. Press the key to advance to the Mfr field. 7.
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2283.book Page 122 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual individual item ID or check out detail information, such as rental cost or due date. The consumable item quantity becomes part of your consumable inventory. • When you add a consumable item to the system, you must add site, location, and quantity data for this item at the Item at Location form. To add this information for the item, click the Add Item# to Location button. • The Item at Location form appears.
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2283.book Page 123 Thursday, July 9, 2009 11:26 AM Chapter 6 Initializing the System • Enter the Rental and Check Out period in the top half of the Check Out Items screen. Press TAB until you reach the ITEM# column. • For more detailed information about entering check out item details, please refer to “Adding Check Out Item# Detail Data” on page 131. Both: Use this option for items that are part of your consumable inventory and may also be rented or borrowed from the system on an individual basis.
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2283.book Page 124 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual available to all users, the image can be referenced by all users from this directory on the Item Data form. 1. With an item selected in the Item List drop-down field, double-click inside the empty box to the right of the Item Type area. Doubleclick in this box if you want to add a picture of the item. 124 2. The IntelliTrack navigation window appears.
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2283.book Page 125 Thursday, July 9, 2009 11:26 AM Chapter 6 Initializing the System 4. Establishing an Item Unit of Measure Click the Open button. The IntelliTrack navigation window closes, and the image is imported into the Item Data form. The network file location for the image appears in the field underneath the image. All Unit of Measure (UOM) entries in the Units of Measure Lookup table are displayed in the Measure field drop-down list. You may also enter a new UOM in this field.
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2283.book Page 126 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Storing Reorder Quantity Ranges You are able to set a reorder quantity, a minimum quantity, and a maximum quantity for an item. This ensures that when you run a Reorder Report, the system will be able to track when you need to reorder the item. The minimum, maximum, and reorder quantities for an item are stored in the Item Data form.
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2283.book Page 127 Thursday, July 9, 2009 11:26 AM Chapter 6 Initializing the System Warning: When entering data in the application, DO NOT USE special characters or quotes with the exception of dashes, dots and spaces. Except for dashes, dots, and spaces, if you use special characters or quotes when entering data in the application, the database will become corrupted. For more information, please refer to “Precautions When Entering Data” on page 26. Page 2 contains 24 user defined fields.
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2283.book Page 128 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Deleting an Item Record 4. Enter the item number in the Item# field, and if applicable, enter an alternate item number in the Alt No field. The Qty will change to zero. 5. Update the measure, conversion, unit cost and min, max, and reorder quantity information, if necessary. 6.
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2283.book Page 129 Thursday, July 9, 2009 11:26 AM Chapter 6 Initializing the System 4. The message closes and you are returned to the Item Data form. The form clears and the item is deleted from the system. Edit Existing/Incomplete Item Data A database can contain item data (item# and related information) without related item details, site, location, or quantity data.
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2283.book Page 130 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Note: Inventory can also be created for consumable or both consumable/ check out item definitions by following the instructions in Adding an Item to a Location using the Item#/Location or Location/Item# form. 1. Select Manage Command Tab > Inventory Command Set > Item. 2. The Item Data form appears. 3. Select the item to be modified from the Item List pull-down list. 4.
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2283.book Page 131 Thursday, July 9, 2009 11:26 AM Chapter 6 Initializing the System Adding Check Out Item# Detail Data Check Out item information is added at the Check Out Item Detail form. To add check out item number information for a check out item, such as the check out item ID, please refer to the steps that follow. Warning: When entering data in the application, DO NOT USE special characters or quotes with the exception of dashes, dots and spaces.
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2283.book Page 132 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Use the Check In Time field to enter a check in time for the item. This field is used as a reference only, the system calculates the due date and due time in by the check out period specified for the item. In the Check Out By section of the form, set the check out period from the options available: • Hour: the item may be checked out for the duration of hours specified.
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2283.book Page 133 Thursday, July 9, 2009 11:26 AM Chapter 6 Initializing the System • Week: select this option to charge rent by the week. • Month: select this option to charge rent by the month. Charge Weekends: mark this check box to include rent Saturday and Sunday in the rental charge period. If you do not mark this check box, Saturday and Sunday will not be calculated in the rental charge period. • 6. Qty: enter the amount for the rental charge option in this field.
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2283.book Page 134 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual 7. • Last Calib Date: if a calibration transaction is performed on this item ID, the transaction date is automatically entered in this field. • Next Calib Date: if applicable, updates automatically after a calibration transaction is performed based upon the calibration period. • Calib Period: if applicable, enter the calibration period in days for the check out item.
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2283.book Page 135 Thursday, July 9, 2009 11:26 AM Chapter 6 Initializing the System This form contains contact information for customers or employees. You are able to search your data by ID, Name, or Company via the drop-down lists found at the top of the form. Customer/ Employee Form Buttons This form uses buttons to add, delete, and process data: TABLE 5.
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2283.book Page 136 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual TABLE 5. Customer/Employee Button Adding New Employee or Customer Information Form Buttons (Continued) Function Description Undo Click this button to cancel any changes you made to the currently displayed customer/ employee record. Close Click this button to close the form and save the data.
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2283.book Page 137 Thursday, July 9, 2009 11:26 AM Chapter 6 Initializing the System Enter customized information is the user defined fields, if you are using them. Press the key to advance to the Memo field. Editing Employee/ Customer Information 11. Enter any comments about the customer/employee in the memo field. Press the key to advance to the Department field. 12.
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2283.book Page 138 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual more information, please refer to “Precautions When Entering Data” on page 26. To edit employee/customer information, click the drop-down arrow in the Cust/Emp ID, Name, or Company field and select the record that you want to edit. Next, edit the desired fields. When you are finished, click the Close button to save the changes and close the form.
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2283.book Page 140 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Working with Inventory Information IntelliTrack Check In-Out tracks item status for check out items (i.e., checked in, checked out). In addition, it tracks item quantity, item location, and item movement for both consumable and check out items at each of your sites. At the Item#/Location form and the Location/Item# form, you are able to quickly check inventory item quantities and item locations.
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2283.book Page 141 Thursday, July 9, 2009 11:26 AM Chapter 7 Managing Inventory • Item#/Location Form: To reach the Item#/Location form, select the Manage tab > from the Inventory portion of the Manage ribbon, select Item#/Location ribbon option. The Item#/Location form appears. It automatically retrieves inventory data for the default site.
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2283.book Page 142 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Location/Item# and Item#/Location Form Buttons The Location/Item# form and the Item#/Location form contain “transaction” buttons along the bottom of the form to process data. The chart below contains a brief overview of these buttons: TABLE 6. Location/Item# Button Form Buttons Function Description Add Places the form in add mode so that you can add consumable item record(s) to the database.
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2283.book Page 143 Thursday, July 9, 2009 11:26 AM Chapter 7 Managing Inventory TABLE 6. Location/Item# Button Form Buttons (Continued) Function Description Delete Deletes selected item from location Close Save data and exit from the form. Location/Item# Form The Location/Item# form provides a method of viewing and editing locations and the items stored in them. When the Location/Item# form opens, it displays all items and their location for the default site.
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2283.book Page 144 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual 3. To reference this transaction with an Order# or Move Reference#, enter the data in the Job/Ref# field and press TAB to advance to the Site field in the To portion of the form. 4. Click the drop-down arrow in the Site field and select the site of the location to move the item to from the list that appears. Press the TAB key to advance to the Location field. 5.
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2283.book Page 145 Thursday, July 9, 2009 11:26 AM Chapter 7 Managing Inventory Changing Quantity and Lot Information Deleting an Inventory Item Adding an Item to a Location To edit a consumable item inventory record found in the Location/Item# form, please refer to the steps below. 1. From the Location/Item# form, select the record/item to change either Quantity or Location data by placing the cursor in the row of the item. 2. Click the Change button. 3. The Update Inventory form appears. 4.
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2283.book Page 146 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual 2. A dialog box appears, asking you if you want to add inventory to this location: 3. To continue adding inventory, click Yes. The Item at Location form appears. 4. Click the drop-down arrow in the Item# field and select the Item# of the item to add to this location from the list that appears. Next, press the TAB key to advance to the Location field. 5.
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2283.book Page 147 Thursday, July 9, 2009 11:26 AM Chapter 7 Managing Inventory 7. Click the Do It button to process this transaction and reset the Item at Location form or click the Close button to process this transaction and return to the Inventory form. Item#/Location Form Use the Item#/Location form to view which locations contain specific items. When the Item#/Locations form opens, it displays all items and their location for the default site. Retrieving Inventory Data 1.
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2283.book Page 148 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Moving an Individual Consumable Item You are able to reach the Move Item form via the Item#/Location form. This makes it easy to move a specific item. 1. To move a consumable item from the Item#/Location form, click the drop-down arrow in the Item List field and select Consumable Items from the list that appears. All consumable items included in the system are placed in the record detail portion of the form.
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2283.book Page 149 Thursday, July 9, 2009 11:26 AM Chapter 7 Managing Inventory The item is automatically placed in the Item# field, the Site is automatically placed in the Site field, the Location is automatically placed in the Location field. 3. To reference this transaction with an Job# or Move Reference#, enter that data in the Job#/Ref# field and press the TAB key to advance to the Site field in the To portion of the form. 4.
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2283.book Page 150 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Note: A check out item is moved at the Move Check Out Item form. Please refer to “Moving a Check Out Item” on page 152 for more information about moving a check out item. Changing Quantity and Lot Information Deleting an Inventory Item 150 Quantity and lot information can be changed at the Item#/Location form.
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2283.book Page 151 Thursday, July 9, 2009 11:26 AM Chapter 7 Managing Inventory Adding an Item to a Location To add an existing item to a location from the Item#/Location form, complete the following steps: 1. Click the Add button in the Item#/Location form. A dialog box appears, asking you if you want to add inventory to locations: 2. Click Yes to close the dialog box and continue adding inventory. (Clicking No cancels adding the inventory.) 3. The Item at Location form appears. 4.
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2283.book Page 152 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Moving a Check Out Item A check out item’s normal location may be moved at the Move Check Out Item form. 1. Select Manage Command Tab > Inventory Command Set > Move Item ID. Move Item ID 152 2. The Move Check Out Item form appears. 3. The User ID for the logged in user is automatically entered in the User ID field. 4. Enter the transaction reference number for the move, if desired, in the Job/Ref# field.
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2283.book Page 153 Thursday, July 9, 2009 11:26 AM Chapter 7 Managing Inventory 7. In the To portion of the form, select the Site (if you are using multiple sites) and Location to which you want to move the normal location of this check out item. To select the site, click the drop-down arrow in the Site field and select the site from the list that appears. To select the Location, click the drop-down arrow in the Location field and select the location from the list that appears. 8.
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2283.book Page 154 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual To perform a “mass move” (moving all items in one location to another location) of inventory, refer to the instructions that follow. 1. The User ID for the logged in user is automatically entered in the User ID field. 2. Enter the transaction reference number for the move, if desired, in the Job/Ref # field. (The Job/Ref # is not a system defined number; it is a user created, optional entry.) 3.
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2283.book Page 155 Thursday, July 9, 2009 11:26 AM Chapter 7 Managing Inventory Check Out Items check box, a dialog box appears asking you if you want to change the Normal Location for this check out item. 9. Click Yes if you want the new location to become the check out items’ normal location. 10. Click No if you want to move the check out items to another location, but do not want to change the normal location for them. 11.
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2283.book Page 156 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.
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2283.book Page 158 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Checking Out Item IDs Use the Check Out form to manage your check out transactions for check out items and consumable items: Performing Check Out • Check out non-consumable items to an employee or customer. • Check out consumable items to an employee or customer. • Process checked out and consumable items on the same order, with a single form.
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2283.book Page 159 Thursday, July 9, 2009 11:26 AM Chapter 8 Checking Items In and Out Select the company or name to populate report fields based on the data input during the Customer/Employee setup (refer to “Entering Company Information” on page 40 for more information).
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2283.book Page 160 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Note: When the Customer or Employee have past due items, the Past Due button toggles the Past Due display in the Check Out form. 5. Enter an appropriate job or order number in the Order# field and press TAB. 6. Select an item from the ItemID pull-down list. Note: Item ID is a unique identifier for individual Check Out Item#s. Each Item ID is associated with an Item#.
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2283.book Page 161 Thursday, July 9, 2009 11:26 AM Chapter 8 Checking Items In and Out Note: Since ItemID, Cust/Emp ID, Name and Company are user definable titles, these prompts will change if you change the user titles in the database. Checking In Item IDs Use the Check In form to check in items that have been checked out. Keying in or scanning the ItemID automatically looks up the Cust/Emp ID of the person who checked out the item; it is not necessary to enter the Cust/ Emp ID first.
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2283.book Page 162 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual 3. Select a site from the Site List pull-down list where the item(s) being checked in will be put-away. The site field is automatically populated with the default site and can only be changed before the first ItemID has been selected. To add a new site, enter the value and press the TAB; click Yes when asked if you would like to add this site. 4.
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2283.book Page 163 Thursday, July 9, 2009 11:26 AM Chapter 8 Checking Items In and Out Note: If there are past due items associated with the item being checked in, the Past Due button toggles the Past Due display in the Check Out form. To enter an ItemID that does not currently exist in the Check In-Out database, press TAB to open a form to specify the Item# and Normal Location. Enter an Item# for the ItemID in the Item# field and press TAB.
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2283.book Page 164 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Retiring an Item from the Check In Form Generating Bar Code Labels for Checked-In Item IDs 164 6. To check in additional items, press ENTER or TAB until you reach the next line and repeat steps 3-4. 7. After entering items press Do It to process the transaction and reset the Check In form for a new transaction, or press Close to process the transaction and return to the main menu.
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2283.book Page 165 Thursday, July 9, 2009 11:26 AM Chapter 8 Checking Items In and Out 3. Select the label format and click the Preview button to preview the selected bar code; click the Print button to print the bar code label. 4. When you are finished the Item ID Bar Code form, click the Close button to close this form and return to the Check In form. 5. When you are finished at the Check In form, click the Close button to close the form.
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2283.book Page 166 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Check In Selection 2. Select the Item ID to be checked in to the normal location; OR, Enter a new item ID in the ItemID field and press the Tab key on the keyboard. 166 • A dialog box opens that says: This item not found as a CheckOut item. Add now? • Click Yes to open a form for defining data for the new ItemID.
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2283.book Page 167 Thursday, July 9, 2009 11:26 AM Chapter 8 Checking Items In and Out Select or enter an item number for the Item ID in the Item# field. If you enter a new Item #, another dialog box appears, notifying you that this item does not exist in your inventory and telling you that if you add it now you will only have an item identifier on file and that you will have to add additional item information at another time. Click Yes to add the item at this time. You are returned to the Add Item form.
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2283.book Page 168 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Press Yes to add the location. (You can only select or define new locations for the currently selected site.) 3. To check in additional items, repeat steps 2-3 as necessary. If you check in an item that contains past due information, you will be notified that the item is past due and asked if you want to check in the item anyway. Select Yes to check in the item.
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2283.book Page 169 Thursday, July 9, 2009 11:26 AM Chapter 8 Checking Items In and Out 2. The Maintenance and Calibration form appears. 3. By default, the default site is listed in the Site List field; if you are able to view and modify all sites, the field is enabled and you are able to select another site via the drop-down list. 4. The maintenance and calibration transaction number is automatically placed in the Tran# field. 5.
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2283.book Page 170 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual 13. Next, select the item’s location by clicking the drop-down arrow in the Location field and selecting the location from the list that appears. 14. If application, enter the lot and expiration date in their respective fields. 15. Enter the amount of the item being issued as a result of the maintenance or calibration transaction in the Qty field. 16. Enter any comments in the Comments field. 17.
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2283.book Page 171 Thursday, July 9, 2009 11:26 AM Chapter 8 Checking Items In and Out 3. The transaction number is automatically placed in the Tran# field. Today’s date is automatically placed in the Date field. The current time is automatically placed in the Time field. 4. The default site is automatically listed in the Site List field.
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2283.book Page 172 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual 12. When you finished reserving the check out item IDs, select the Do It button to process the reservation. (If an item ID is checked out, it cannot be reserved.) (To cancel the reservation, click the Cancel button.) 13. Cancelling a Reservation When you are finished at the Reserve form, click the Close button to close the form.
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2283.book Page 173 Thursday, July 9, 2009 11:26 AM Chapter 8 Checking Items In and Out Next, click the Do It button to unreserve the item; the form clears and is ready to process a new reservation transaction; the reserved item is no longer reserved. (If you click the Close button, the reserved item is no longer reserved and the form closes.) (If you click the Cancel button, the transaction is cancelled, this means that the form closes but the item is still reserved in the system.
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2283.book Page 174 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual 174 3. The default site is automatically placed in the Site List field; if you are able to view and modify sites, and the site is another one, click the drop-down arrow in the Site List field and select the site to which the Item IDs will be received from the list that appears. 4. The logged in user is automatically placed in the User ID field. The Tran# and Date are automatically filled in by the system. 5.
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2283.book Page 175 Thursday, July 9, 2009 11:26 AM Chapter 8 Checking Items In and Out Retiring Items from the Retire Form The “Retire” function is used to remove check-out items from active status. Retiring the item allows it to be tracked as a retired item until it can be totally deleted from inventory. The Retire form is similar to the Check In or Out forms. You can retire multiple items at the same time. Retired items are removed from the Inventory by Location table and added to the table tblRetired.
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2283.book Page 176 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual 4. 176 Click the Do It button found along the bottom of the form to process the transaction and reset the Retire form or click the Close button to process the transaction and return to the dashboard.
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2283.book Page 178 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Stock Issue Use Stock Issue to dispense consumable items to individuals, jobs or departments. IntelliTrack Check In-Out decreases the on-hand quantity in the location from which the item was issued. Unlike Receipts, you cannot issue an item that is not in stock. If you issue an item that is not in the location pull-down list, Check In-Out adds the item definition to that location and enters a negative quantity.
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2283.book Page 179 Thursday, July 9, 2009 11:26 AM Chapter 9 Issuing and Receiving Items Enter the job or order number in the Job/Order# field and press TAB. 3. Enter a value in the Department field and press TAB. To add a new Department enter it and press TAB. 4. Click in the Item field, and select an item from the pull-down list, and press TAB. 5. Select or enter the location the item is being issued from in the Location field; press TAB. 6.
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2283.book Page 180 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Perform Receipts The main difference between Check In-Out’s Receipts function and the Stock Issues, is that you receive items instead of issuing them. You can perform receipts without an existing item definition; the Receipts function allows you to add new items as you go. 1. To open the Receipts form, select Manage Command Tab > Stock Command Set > Receipts option from the ribbon. 2.
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2283.book Page 181 Thursday, July 9, 2009 11:26 AM Chapter 9 Issuing and Receiving Items 7. Enter the quantity received into the put-away location and press TAB. 8. Enter any (optional) comments in the Comments field. Press TAB. 9. If you are using Cost Tracking and have enabled cost tracking for this item, you must enter the unit cost for the item in the Cost field. 10. After entering item data, you have two options: Repeat steps 4-9 to add another item to the current order.
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2283.book Page 182 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual 3. Enter the job or order number in the Order# field. Press TAB. 4. Select a department in the Department field. If a dialog box opens that says: This item does not exist, press YES. to add the item. Press TAB. 5. Enter the item number received in the first row of the Item column. Either select the item from the pull-down list or enter a new item by entering the item number.
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2283.book Page 183 Thursday, July 9, 2009 11:26 AM Chapter 9 Issuing and Receiving Items Repeat steps 2-6 and press Do It to enter a new order. Click the Close button to process the data and return to the main menu. Generate Bar Codes for the Receipts (please refer to “Generate Bar Codes from Receipts” on page 183). After completing the steps above, inventory data is contained in the database. However, these items will not contain detailed data (description, manufacturer, model, etc.).
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2283.book Page 184 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual 2. In the Label Quantity portion of the form: Select the Qty Received/Issued option if you want to print the amount of labels that are being issued/received. Select the 1 Label for Each option if you want to print one label for each item being issued/received. In the Label Type portion of the form, the system defaults to Item #; however, you may choose another label type from the selections available.
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2283.book Page 186 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Reaching the Import and Export Options Importing and exporting asset inventory data adds a flexibility to the IntelliTrack Check In-Out system and integrates Check In-Out with accounting and spreadsheet software. All of the importing and exporting functions can be reached from the Import Command Tab > Import and Export Command Set > Import and Export selections from the ribbon.
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2283.book Page 187 Thursday, July 9, 2009 11:26 AM Chapter 10 Import-Export Additional Importing Information To use the standard IntelliTrack import feature for importing item data, you must use a delimited or fixed width file, which must include a specific format. The file type options and the file requirements are explained in this section. Import File Type Options The Access Import/Export file type options are explained in the table below. TABLE 7.
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2283.book Page 188 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual TABLE 8.
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2283.book Page 189 Thursday, July 9, 2009 11:26 AM Chapter 10 Import-Export Note: Field headings are not required for delimited files. IntelliTrack Check In-Out assumes the order of the fields is: ITEM#, QTY, DESC, as defined in the Import Specifications table above. If the fields are not in this order, or it is difficult to eliminate irrelevant fields, select Custom Import, include the field headings and Microsoft Access will re-arrange the field order.
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2283.book Page 190 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual AB3135332423, 6, PAPER CLIPS No comma is required in the unused fields occurring after the first three fields. 2. When importing data to non-sequential fields, such as Item# (required field), Category and Minimum Qty, the comma delimited file looks like: 12345-1343,,,,HGR-9877,4 4314313-3AB,,,,BT-876,7 AB3135332423,,,,TA-987,2 3.
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2283.book Page 191 Thursday, July 9, 2009 11:26 AM Chapter 10 Import-Export Note: Data must be in the following order: Item#, Qty, Description, Unit Cost, Category, Minimum Qty, Maximum Qty, Reorder Qty, and Alt_No. If the Item number already exists, it will be updated. Note: The imported file must comply with the field order and specifications defined in Table 8, “Import-Export Fields,” on page 188. Refer to “Additional Importing Information” on page 187 for more information on importing.
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2283.book Page 192 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Append Selection A message appears explaining this option and the requirements for the import file. To continue, select Yes. 4. An Import/Export Specs dialog box opens. Select the appropriate import method from the pull-down list. Comma Only (,): an ASCII (i.e., plain text) delimited file separated (delimited) with commas only Quote Comma Quote (","): An ASCII (i.e.
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2283.book Page 193 Thursday, July 9, 2009 11:26 AM Chapter 10 Import-Export 7. After the file is imported into the application, close and reopen any application forms to refresh the data. 8. Assign the rest of the information to the newly imported item definitions. Refer to “Edit Existing/Incomplete Item Data” on page 129 and complete the steps detailed there. The Check In-Out system is now ready to use.
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2283.book Page 194 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual 2. A dialog box appears that provides information on the compare process. Review it; if you want to run an import compare report before appending your data with the import file, select Yes to continue. (If you do not want to continue with the import compare process, select No to close the dialog and exit the import compare process.) 3. The Import Specs Select dialog box appears.
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2283.book Page 195 Thursday, July 9, 2009 11:26 AM Chapter 10 Import-Export 5. Browse to the location of your import file and select the file to import. 6. Click the Open button to generate the comparison report. The report appears in onscreen preview form. 7. Review the data in the onscreen preview; if you want to export the report or attach it to an email, use the export options available via the onscreen report preview window.
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2283.book Page 196 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual 196 1. Select Import Command Tab > Import Command Set > Append option from the ribbon to import an existing database. 2. A message appears explaining this option and the requirements for the import file. To continue, select Yes. 3. A dialog box appears that provides information on the import process. Review it and click OK. 4.
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2283.book Page 197 Thursday, July 9, 2009 11:26 AM Chapter 10 Import-Export Custom Import Custom importing requires a full version of Microsoft Access. Use the Custom Import feature to import any file into the Check In-Out database; this data will not be appended to any of the Check In-Out tables. For more information about the custom import process, please refer to “Full Access Import” on page 384.
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2283.book Page 198 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual All tables from the DATACHE7.ACCDB are located at the end of the list. 3. Select the folder in which to save the export file in the Save As pulldown list. 4. A file name with a .txt extension is automatically placed in the File Name field. You may change the file name; however, the file extension must remain .txt. 5. Click Save to save the file to the selected location.
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3.book Page 200 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Viewing Inventory Feature You are able to view a listing of all the item numbers in worksheet form at the Inventory by Item Number form. Sort the list by any of the fields. To view a list of item numbers, use the following instructions: 1. Select Manage Command Tab > Inventory group > Inventory option from the ribbon. Inventory Ribbon Option 2. The Inventory by Item Number form appears.
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2283.book Page 201 Thursday, July 9, 2009 11:26 AM Chapter 11 View/Analyze Data Sorting on a Specific Field To sort the information found in this form, please refer to the instructions that follow: 1. Place the mouse cursor on the desired data sort field. 2. Click the ascending or descending sort button in the form selection and select the sort order for the data column. History The history logging function is a tool for identifying inventory trends and for auditing your inventory.
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2283.book Page 202 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual 2. Viewing History Reports 202 The History Details form appears. From the History Detail form, select the site (if activated) to view history transactions by or select (All) from the Site pull down list to view all transactions in the history file. History data can also be viewed and/or printed using the supplied history reports. To view these reports: 1.
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2283.book Page 203 Thursday, July 9, 2009 11:26 AM Chapter 11 View/Analyze Data 3. In the Reports list area of the form, scroll to find the two history reports that are available: the History by Date Report and the History by Item Report. Running the History by Date Report The History by Date report shows all transaction history by date. This report displays the site, item number, order number, item ID for check out items, transaction date, transaction user ID, transaction type, and item balance.
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2283.book Page 204 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual 204 2. Scroll through the list to the History by Date Report selection and select it. 3. Next, click the Select Criteria button found along the bottom of the form. 4. The History Pick Dates form appears.
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2283.book Page 205 Thursday, July 9, 2009 11:26 AM Chapter 11 View/Analyze Data 5. The default site is automatically entered in the Site List field. If Sites are enabled, you may select a site from the Site List field drop-down list, depending on your site privileges. 6. Next, click the drop-down arrow in the From Date and the To Date fields and select the From Date and the To Date for the History by Date Report from the dates available. 7. To preview the report onscreen, click the Preview button.
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2283.book Page 206 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual 8. To print a copy of the report, click the Print button from the History Pick Dates criteria form; the report is sent to the default printer. (You may also print a copy of the report from the onscreen preview window, by using the print options in the report preview ribbon.
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2283.book Page 207 Thursday, July 9, 2009 11:26 AM Chapter 11 View/Analyze Data 2. Scroll through the report list and select History by Item Report. 3. Select the Criteria button. 4. The History by Item Criteria form appears. Click the drop-down arrow in the Item# field and select the item for the report from the list that appears.
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2283.book Page 208 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual 5. To preview the report onscreen, click the Preview button. The report appears onscreen. It may be viewed, printed, emailed, or saved in PDF format from the report preview screen. 6. To print a copy of the report, click the Print button from the History Pick Item criteria form; the report is sent to the default printer.
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2283.book Page 209 Thursday, July 9, 2009 11:26 AM Chapter 11 View/Analyze Data ries included with Check In-Out (for information on adding custom queries, refer to “Customizing IntelliTrack” on page 395.) Standard Application Queries The Queries form contains seven queries for viewing data, they are explained below. TABLE 9.
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2283.book Page 210 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual 2. Select the query to run from the following selections: Check Out/Item# or Item ID: select this option to query checked out items, display due date/time with selection by item number or item ID. Displays the location of all items or a specific item and who has it.
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2283.book Page 211 Thursday, July 9, 2009 11:26 AM Chapter 11 View/Analyze Data 4. Each query, when viewed onscreen contains various options, which are found in the process button to the bottom right of the form. Check Out/Item # or Item ID: click the Print button to print the query to the default printer or click the Close button to close the query and return to the Queries form.
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2283.book Page 212 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Item Data: click the Print button to print the query to the default printer or click the Close button to close the query and return to the Queries form. Item/Locations: click the Print button to print the query to the default printer or click the Close button to close the query and return to the Queries form.
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2283.book Page 213 Thursday, July 9, 2009 11:26 AM Chapter 11 View/Analyze Data Location/Items: click the Print button to print the query to the default printer or click the Close button to close the query and return to the Queries form. Retired Item Query: click the Print button to print the query to the default printer or click the Close button to close the query and return to the Queries form.
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2283.book Page 214 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Reports Check In-Out contains several pre-formatted reports. Use these reports to manage inventory. Generate reports to determine which inventory items need to be reordered, when the last physical inventory date for a specific location was, and the inventory’s value. Add custom reports to the report menu. Table 10, “List of Reports,” on page 214 is a list of standard Check In-Out reports.
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2283.book Page 215 Thursday, July 9, 2009 11:26 AM Chapter 11 View/Analyze Data TABLE 10.
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2283.book Page 216 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual 3. Many of the reports permit the definition of a set of criteria by defining Item#, ItemID, Date, Customer, Lots, Expiration Dates, etc. Click the Select for Criteria button if it is enabled. The Select Criteria form appears for the selected report. (Reports that don’t require criteria definitions display the View or Print buttons at the bottom of the Reports form.
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2283.book Page 217 Thursday, July 9, 2009 11:26 AM Chapter 11 View/Analyze Data report onscreen. When you preview the report onscreen, print options for the report area are also available there. In addition, export options for the report are available. For more information about the options available when previewing the report onscreen, please refer to the next section, “Previewing the Report Onscreen” on page 217.
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2283.book Page 218 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Note: In order to export the report in .PDF format, you must have the PDF Add-On for Microsoft Office 2007 installed on your system. this addon is available for download at the microsoft website www.microsoft.com. • Email: Select the Email button to attach the report file in a selected format to an email message. When you select this button, the Send As Object window appears.
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2283.book Page 220 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Bar Code Label Feature The Check In-Out application contains a print-only bar code engine. The Bar Code Labels form contains preformatted bar code label templates for each label type (Location, Asset#, Asset#/Description, Asset#/Location, Sequential #, Custom). Important:The preformatted label templates are created to work with Zebra printers.
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2283.book Page 221 Thursday, July 9, 2009 11:26 AM Chapter 12 Using Bar Codes Creating a New Label Format For full label design capability, the Check In-Out application integrates with the NiceLabel application; however, NiceLabel must be purchased separately. Contact IntelliTrack Sales at sales@intellitrack.net for more information. To create a new label, please refer to the steps that follow. 1. Select Reports Command Tab > Barcodes Command Set > Bar Codes. 2. The Bar Code Labels form appears. 3.
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2283.book Page 222 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual 4. Click the New button found along the bottom of the form. The New Label form appears. 5. Enter the label name in the field along the bottom of the form. 6. Click the OK button to close the New Label form and continue creating the new label. (Clicking the Cancel button will cancel making the new label). The label printing software application opens the new label file. 7.
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2283.book Page 223 Thursday, July 9, 2009 11:26 AM Chapter 12 Using Bar Codes Editing an Existing Label Format For full label design capability, the Check In-Out application integrates with the NiceLabel application; however, NiceLabel must be purchased separately. Contact IntelliTrack Sales at sales@intellitrack.net for more information. To edit an existing label, please refer to the steps that follow. 1. Select Reports Command Tab > Reports Command Set > Barcodes. 2.
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2283.book Page 224 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual 224 4. Select the label format that you want to edit from the Label List to the right. 5. Click the Edit button found along the bottom of the form. 6. The label printing software application opens the selected label file. 7. Edit the label file in the label printing software.
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2283.book Page 225 Thursday, July 9, 2009 11:26 AM Chapter 12 Using Bar Codes 8. When you are finished editing the label file in the label printing software, save your changes to the label and close the label printing software application. You are returned to the Bar Code Labels form in the Check In-Out application. The label has been changed. Printing and Previewing Location and Item Labels To preview and print bar code labels for inventory item data and for location data, please follow the steps below.
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2283.book Page 226 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Item #: Use the print function to print a specified range of Check InOut item labels in the label printing software application. Item #/Description: Use the print function to print a specified range of Check In-Out item/description labels in the label printing software application.
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2283.book Page 227 Thursday, July 9, 2009 11:26 AM Chapter 12 Using Bar Codes The records available for label printing are found in the record list portion of the form. Use the Shift key or the Ctrl key on the keyboard to select the records for which you want to print labels. To select all the records, mark the Select All check box found in the Select Records To Print portion of the form. If you are using multiple sites, you may select records by site.
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2283.book Page 228 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Note: IntelliTrack, Inc. supports Zebra Label printers. The bar code labels initiated in the Check In-Out application are designed to use a Zebra Label printer. 10. Click the Print button to print the selected label from the selected printer. The label is sent to the printer and the Print window closes. You are returned to the label.
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2283.book Page 229 Thursday, July 9, 2009 11:26 AM Chapter 12 Using Bar Codes 5. In the Increment field, enter the incremental increase of each label number after the starting number. Press the Tab key on the keyboard to advance to the Total Qty field. 6. In the Total Qty field, enter the total quantity of labels to print. Press the Tab key to advance to the Qty of Each field. 7. In the Qty of Each field, enter the quantity for each label.
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2283.book Page 230 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Printing Custom Labels For full label design capability, the Check In-Out application integrates with the NiceLabel application; however, NiceLabel must be purchased separately. Contact IntelliTrack Sales at sales@intellitrack.net for more information. To preview and print custom labels, please refer to the instructions that follow. 1. Select Reports Command Tab > Barcode Command Set > Barcodes. 2.
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2283.book Page 231 Thursday, July 9, 2009 11:26 AM CHAPTER 13 CE Batch Setup Workstation and CE Batch Portable Database Communication 232 CE Batch Setup Requirements 233 Internet Information Services (IIS) v7.
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2283.book Page 232 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Workstation and CE Batch Portable Database Communication The workstation application is the IntelliTrack application on your PC; it is used to monitor inventory levels, input system options, input main system data, and run usage reports. The front-end workstation application must be run locally from each PC that is using it; the back-end database may be run locally or from a remote server PC.
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2283.book Page 233 Thursday, July 9, 2009 11:26 AM Chapter 13 CE Batch Setup Important:Be sure your handheld device is an IntelliTrack supported device. For a complete list of supported IntelliTrack handheld devices, please visit the hardware matrix at our website: http://www.intellitrack.net/ hardwarematrix/hardwarematrix.aspx. If your device is not listed, please contact software services by telephone at 410-771-3060 or by email at the following address services@intellitrack.net.
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2283.book Page 234 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual 3. Microsoft® ActiveSync or Windows Mobile Device Center for Vista: An application used by the handheld device to connect to a PC. It allows data and file transfer between the handheld device and a PC. Microsoft ActiveSync is used by Windows XP for PC and device communication.
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2283.book Page 235 Thursday, July 9, 2009 11:26 AM Chapter 13 CE Batch Setup 6. Microsoft® SQL Server Compact Edition: a database engine used on the handheld device to run the IntelliTrack Check In-Out CE database. It is installed on the handheld device during CE Batch Portable installation. The information that is stored in the local SQL Server CE database table is transferred to the main IntelliTrack workstation application database during a “data upload.” Internet Information Services (IIS) v7.
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2283.book Page 236 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Turning on the IIS Web Management Tools 3. From the selections that appear in the right pane of the window, select Programs. 4. The Program options appear in the window. From the Program and Features options in the right pane of the window, select Turn Windows features on or off. 5. A dialog box appears, asking you if you want to continue. Select Yes to continue. 6.
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2283.book Page 237 Thursday, July 9, 2009 11:26 AM Chapter 13 CE Batch Setup 1. After you turn on the IIS Web Management Tools features, turn on the IIS World Wide Web Services features from the Windows Features window. 2. Click the plus sign next to the World Wide Web Services selection; the options available for this category appear. 3. Click the plus sign next to the Application Development Features selection, the options available for this selection appear.
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2283.book Page 238 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Please be aware of the system requirement for the Microsoft ActiveSync version; it can be found in the Quick Start Guide or the product release notes found on the IntelliTrack website (www.intellitrack.net). If the required Microsoft ActiveSync version is already installed on your computer, skip ahead to the next section, “Required ActiveSync Setting” on page 238.
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2283.book Page 239 Thursday, July 9, 2009 11:26 AM Chapter 13 CE Batch Setup Microsoft ActiveSync v4.0 and higher In the Microsoft ActiveSync application, click File > Connection Settings. The Connection Settings window appears. Setting Up a Partnership • In the Connection Settings window, make sure the Open ActiveSync when my device connects check box is marked. • Click the drop-down arrow in the This computer is connected to field and select Work Network from the list that appears.
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2283.book Page 240 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual the handheld according to the instructions that came with your handheld device. If a partnership is already established between your handheld device and your computer, you are already able to synchronize the data. We recommend that you become familiar with the ActiveSync software and your handheld device before continuing.
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2283.book Page 241 Thursday, July 9, 2009 11:26 AM Chapter 13 CE Batch Setup a partnership between the computer and the handheld according to the instructions that came with your handheld device. If a partnership is already established between your handheld device and your computer, you are already able to synchronize the data.
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2283.book Page 242 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Center software, Windows Active Directory Authentication, Microsoft SQL Server, and Microsoft SQL Server CE. Important:The sections that follow deal with advanced network settings. Consult your system administrator to determine the best Remote Data Access (RDA) setup option for your system.
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2283.book Page 243 Thursday, July 9, 2009 11:26 AM Chapter 13 CE Batch Setup RDA Setup: Option 1 • IIS Account: an administrative tool that your handheld device or PDT uses to communicate with the database. • IIS Anonymous User: if IIS is installed, a built-in account for anonymous access to IIS. • IIS Server: the PC on which IIS resides. It is either your local PC or a remote PC/server, depending on your configuration option.
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2283.book Page 244 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Option 1 Considerations 1. Works in both a domain and workgroup network environment. 2. Recommended when using one workstation and one or more handheld devices. 3. Works with SQL Server, SQL Express, and MSDE. Security Procedures: Option 1 When you use Remote Data Access Setup: Option 1, please be aware of the following security requirements: 1.
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2283.book Page 245 Thursday, July 9, 2009 11:26 AM Chapter 13 CE Batch Setup Local Computer Contains: Remote Computer Contains: --IntelliTrack Workstation -- SQL Server Application -- Microsoft ActiveSync or Windows Mobile Device Center for Vista software --IIS Warning:This RDA setup option does not work with MSDE. You must use SQL Server or SQL Express with this RDA setup option. Option 2 Considerations 1. Works in a domain environment only. 2. Works with SQL Server only.
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2283.book Page 246 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual RDA Setup Option 3 This option uses two computers; the IntelliTrack workstation application and ActiveSync or Windows Mobile Device Center software are installed on the local computer. SQL Server, IIS, and the workstation application are installed on a remote computer.
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2283.book Page 247 Thursday, July 9, 2009 11:26 AM Chapter 13 CE Batch Setup Option 3 Considerations 1. Works in a domain and workgroup environment. This option is recommended for a workgroup environment using more than one workstation and one or more handheld device. 2. Works with SQL Server only. Security Requirements: Option 3 When you use Remote Data Access Setup: Option 3, please be aware of the following security requirements. 1. The installer must have administrative privileges on the PC. 2.
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2283.book Page 248 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Local Computer Contains: Remote Computer Contains: -- IntelliTrack -- SQL Server Workstation Application --Microsoft ActiveSync or Windows Mobile Device Center for Vista software Remote Computer Contains: --IntelliTrack Workstation Application -- IIS Warning:This RDA setup option does not work with MSDE. You must use SQL Server or SQL Express with this RDA setup option. Option 4 Considerations 1.
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2283.book Page 249 Thursday, July 9, 2009 11:26 AM Chapter 13 CE Batch Setup name}/sqlcesa35.dll. For more information about the Sync URL setting in the Batch Synchronization Utility, please refer to “Sync URL Setting” on page 260. Manually Configuring IIS on XP Operating Systems When you use RDA Setup Options 2 and 4, you must manually configure IIS to run with the domain account.
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2283.book Page 250 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Manually Configuring IIS in Windows Vista Operating Systems Setting up IIS v6.0 to Allow the DMS Web Service Extension 250 If you use a Remote Data Access configuration in which IIS and SQL Server reside on different computers, you must manually configure IIS to run with the domain account.
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2283.book Page 251 Thursday, July 9, 2009 11:26 AM Chapter 13 CE Batch Setup 4. In the navigation pane of the window, select the Web Service Extensions folder. The Web Service Extensions options appear in the right pane of the window. 5. In the Tasks portion of the window, select Add a new Web service extension... option. The New Web Service Extension window appears. 6. Enter DMS in the Extension name field. 7. Next, click the Add button in the Required files portion of the window.
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2283.book Page 252 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Setting Up IIS v7.0 to Allow the DMS Web Service Extension 252 9. Next, click the OK button to close the New Web Service Extensions window and return to the Web Services Extension portion of the IIS Manager window. 10. The Internet Information Services (IIS) Manager window appears. The Web Service Extensions portion is still selected. The DMS Web Service Extension status has been set to Allowed.
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2283.book Page 253 Thursday, July 9, 2009 11:26 AM Chapter 13 CE Batch Setup 1. Go to Control Panel > Administrative Tools and open Internet Information Services (IIS) Manager. 2. In the left pane, select the top level node on the left with the computer name. 3. In the right pane, open ISAPI and CGI Restrictions; a list of applications appears. 4. Under the Description column look for SQL Server Compact Edition.
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2283.book Page 254 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual • 254 If SQL Server Compact Edition does not exist, right-click on the empty space; a context-sensitive menu appears. Select Add from the right-click menu; the Add ISAPI or CGI Restriction dialog appears. Add SQL Server Compact Edition and apply the settings outlined above in step 4. 5. Select the top level node (with the computer name) in the left pane of the window. 6.
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2283.book Page 255 Thursday, July 9, 2009 11:26 AM Chapter 13 CE Batch Setup 7. In the Name column, ISAPI-dll should be displayed. If it exists, verify the settings by selecting ISAPI-dll and selecting Edit under the Actions column in the right pane of the window. (If ISAPI-dll does not exist in the list, you must add it. To add ISAPIdll, select Add Module Mapping under the Actions selection found in the right pane of the window. The Add Module Mapping window appears.
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2283.book Page 256 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual sqlcesa35.dll; it appears in the Filename field. Click the Open button to set the network path for the sqlcesa35.dll. 256 9. The Open window closes and you are returned to the Add/Edit Module Mapping window; make sure that these values are set in this window: Request path: *.dll; Module: IsapiModule; Executable (optional): C:\Program Files\Common Files\IntelliTrack\IIS\sqlcesa35.dll; Name: ISAPI-dll. 10.
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2283.book Page 257 Thursday, July 9, 2009 11:26 AM Chapter 13 CE Batch Setup 12. In the Request Restrictions window, click the Verbs tab to bring this portion to the front. In the Specify the verbs are to be handled field, select the All verbs option. 13. In the Request Restrictions window, click the Access tab to bring this portion of the form to the front. Make sure that the Execute option is selected.
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2283.book Page 258 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual 258 14. Click OK to close the window. 15. When the ISAPI-dll mappings are complete, set the handler permissions. Click Edit Handler Permissions... under Actions in the right pane of the window. The Edit Handler Permissions window appears. 16. Make sure that the Read, Script, and Execute check boxes are marked. 17.
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2283.book Page 259 Thursday, July 9, 2009 11:26 AM Chapter 13 CE Batch Setup Reaching the Batch Synchronization Utility Note: The Batch Synchronization Utility is reached through the workstation application. Please refer to your Quick Start Guide for information about installing the workstation application. After the workstation installation is complete, you may access the DMS Batch Synchronization Utility through the workstation application. 1.
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2283.book Page 260 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Upon startup, the Send Data portion of the Utility is to the front. Sync URL Setting The Sync URL setting is the network path to the remote server/IIS location. It is listed in the Preferences portion of the DMS Batch Synchronization Utility. You must enter the correct Sync URL setting (the network path to the IIS server location) in the DMS Batch Synchronization Utility.
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2283.book Page 261 Thursday, July 9, 2009 11:26 AM Chapter 13 CE Batch Setup The Sync URL location is listed in this field. This example shows the Sync URL setting when IIS is placed on the local computer along with the IntelliTrack workstation application, ActiveSync, and SQL Express or SQL Server and the Creat IIS Dependencies Utility was used to configure IIS and SQL Server/SQL Express permissions. The Sync URL setting is listed in the Sync URL portion of the form.
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2283.book Page 262 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual “Manually Configuring IIS in Windows Vista Operating Systems” on page 250. Verifying RDA Setup 3. Verify that the Sync URL setting matches the network path to the sqlcesa35.ll by clicking the Test button. Your web browser opens. If the setting is correct, the message Microsoft SQL Server Compact Agent appears in the browser window. 4.
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2283.book Page 264 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Installing the Batch Portable Application on the Handheld Device The CE Batch Portable application interface is installed on the handheld device via the Batch Synchronization Utility: 264 1. Select Portable Command Tab > Synchronize CE Device Command Set > Synchronize CE Device. 2. The Batch Synchronization Utility appears. 3.
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2283.book Page 265 Thursday, July 9, 2009 11:26 AM Chapter 14 Installing CE Batch When you are ready to continue, click Next. 7. The License Agreement window appears. Read the terms of the agreement, and then click Yes to accept them. (You must click Yes to continue with the installation.) 8. The Choose Components window appears.
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2283.book Page 266 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual The Batch Portable application contains two types of installations: Full and Custom. • To install all four components, click the drop-down arrow in the Select the type of install field and select the Full Installation. • To install selected components, click the drop-down arrow in the Select the type of install field and select Custom. The four individual components are listed individually.
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2283.book Page 267 Thursday, July 9, 2009 11:26 AM Chapter 14 Installing CE Batch Scanning Control Libraries Specific to your Hardware Manufacturer: used with the handheld device. 9. Next, click the Install button to begin installing the Batch Portable application and the selected components. 10. The components will begin installing to the device. As each component is installed, a prompt appears in the Batch Synchronization Utility: Click Yes to begin installing the component to the handheld device.
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2283.book Page 268 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Configuring the ITI Registration Application Pool This section applies to the Windows Vista Operating System or the Windows Server 2008 Operating System. If you are using the Windows XP operating system, this section does not apply to you.
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2283.book Page 269 Thursday, July 9, 2009 11:26 AM Chapter 14 Installing CE Batch ITIRegistration Selection 3. Select ITIRegistration and right-click to display the right-click menu. 4. At the right-click menu, select Manage Application > Advanced Settings; the Advanced Settings window for the ITIRegistration Application Pool appears. The Application Pool for the ITIRegistration Application Pool is highlighted.
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2283.book Page 270 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual 270 5. In the Advanced Settings window, note the highlighted application pool: Application Pool in the General section of the window; this is the ITIRegistration Application Pool. Click OK to close the Advanced Settings window. 6. Next, select Application Pools in the left navigation pane of the window. 7.
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2283.book Page 271 Thursday, July 9, 2009 11:26 AM Chapter 14 Installing CE Batch pool is the ITIRegistration application pool). Once the ITIRegistration Application Pool is selected, right-click to view the right-click menu. 8. At the right-click menu, select Advanced Settings. The Advanced Settings window for the select ITIRegistration application pool appears. In the Process Model portion of the Advanced Settings window, select Load User Profile. 9.
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2283.book Page 272 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual 10. After you have configured the application pool to true, stop the application pool processes by selecting Stop in the Application Pool Tasks section of the Actions pane that is found in the far right portion of the window. Select Stop to stop the process. 11. 272 Next, select Restart in the Application Pool Tasks portion of the Actions navigation pane to restart the processes.
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2283.book Page 273 Thursday, July 9, 2009 11:26 AM Chapter 14 Installing CE Batch Select Start to restart the process. 12. When you have restarted the process, you are finished configuring the ITIRegistration Application Pool. Close the IIS Manager.
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2283.book Page 274 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.
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2283.book Page 276 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Preferences Tab CE Batch Utility options for language localization and upload processing are set in the Preferences tab in the Main form. 1. Select Portable Command Tab > Synchronize CE Device Command Set > Synchronize CE Device from the Command Tab bar in the workstation application. 2. The Batch Synchronization Utility opens. 3. Click the Preferences tab to bring this portion of the tab to the front.
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2283.book Page 277 Thursday, July 9, 2009 11:26 AM Chapter 15 CE Batch Utility Preferences Localization Options The Localization feature allows you to configure text in the CE Batch Portable Application and in the Batch Synchronization Utility so that they comply with your in-house terminology. When you select a localization option or the upload processing option, the right pane displays the options available for your selection.
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2283.book Page 278 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Captions Captions Caption All default captions may be customized. Message A message refers to dialog box messages found in the CE Batch Portable Application: Message in the Batch Portable Application All default messages may be customized. Renaming Captions in the Batch Portable Application To rename a caption in the Batch Portable Application, please refer to the instructions that follow. 1.
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2283.book Page 279 Thursday, July 9, 2009 11:26 AM Chapter 15 CE Batch Utility Preferences 2. Next, in the left pane of the form, select Batch Portable Application from the menu tree. 3. In the left pane of the form, underneath the Batch Portable Application selection in the menu tree, select Caption. The localization options for customizing the captions in the Batch Portable Application appear in the right pane of the form.
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2283.book Page 280 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual The right pane of the form contains four data columns: Form Name: lists the object name for the form in the Batch Portable Application. Control Name: Lists the object name for the control in the Batch Portable Application form. Default Caption: Lists the default caption name in the Batch Portable Application form. Customizable Caption: Lists the default caption name in the Batch Portable Application form.
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2283.book Page 281 Thursday, July 9, 2009 11:26 AM Chapter 15 CE Batch Utility Preferences The arrow indicates that the column heading is selected. If you double-click inside this heading, the data in the column may be sorted in ascending or descending order. Double-click inside the column heading to sort the information. Each time you double-click, the sort order will toggle back and forth between ascending and descending order. 4.
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2283.book Page 282 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual 9. Renaming Messages in the Batch Portable Application 282 Click the Send button found in the bottom right corner of the form to send the caption changes to the Batch Portable Application. To rename a message in the CE Batch Portable Application, please refer to the instructions that follow. 1.
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2283.book Page 283 Thursday, July 9, 2009 11:26 AM Chapter 15 CE Batch Utility Preferences 2. Next, in the left pane of the form, select Batch Portable Application from the menu tree. 3. Underneath the Batch Portable Application selection, select Messages in the left pane of the form. The localization options for customizing the messages in the Batch Portable Application appear in the right pane of the form. Message Name: lists the message name for the message in the Batch Portable Application.
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2283.book Page 284 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual The arrow indicates that the column heading is selected. If you double-click inside this heading, the data in the column may be sorted in ascending or descending order. Double-click inside the column heading to sort the information. Each time you double-click, the sort order will toggle back and forth between ascending and descending order. 284 4.
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2283.book Page 285 Thursday, July 9, 2009 11:26 AM Chapter 15 CE Batch Utility Preferences 9. Batch Utility Click the Send button found in the bottom right corner of the form to send the message changes to the Batch Application. The Localization settings for the CE Batch Synchronization Utility may be reached from the Preferences tab of the Main form in the DMS Batch Synchronization Utility. They include caption, menu, and messages. Caption A caption refers to text in the Main form.
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2283.book Page 286 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Caption Send Sites is an example of a caption in the Batch Portable Utility Menu A menu refers to a menu name and menu option in the DMS Batch Synchronization Utility’s menu bar. For example, the menu names found in the menu bar include File and About. The File menu option is Exit. The About menu option is About DMS BatchSync. Menu titles and menu options in the Batch Synchronization Utility may be customized.
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2283.book Page 287 Thursday, July 9, 2009 11:26 AM Chapter 15 CE Batch Utility Preferences Message Renaming a Caption in the Batch Utility To rename a caption in the CE Batch Synchronization Utility, please refer to the instructions that follow. 1. In the Batch Utility, click the Preferences tab to bring this portion of the Main form to the front.
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2283.book Page 288 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual 2. Next, in the left pane of the form, select Batch Synchronization Utility from the menu tree. 3. Underneath the Batch Synchronization Utility selection, select Caption in the left pane of the form. The localization options for customizing the captions in the Batch Synchronization Utility appear in the right pane of the form.
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2283.book Page 289 Thursday, July 9, 2009 11:26 AM Chapter 15 CE Batch Utility Preferences data that you want to sort. An arrow is visible, indicating that the column has been selected. (In the example below, Form Name is selected.) The arrow indicates that the column heading is selected. If you double-click inside this heading, the data in the column may be sorted in ascending or descending order.
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2283.book Page 290 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual 290 2. Next, in the left pane of the form, select Batch Synchronization Utility from the menu tree. 3. In the left pane of the form, underneath the Batch Synchronization Utility selection in the menu tree, select Menu. The localization options for customizing the menu options in the Batch Synchronization Utility appear in the right pane of the form.
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2283.book Page 291 Thursday, July 9, 2009 11:26 AM Chapter 15 CE Batch Utility Preferences The right pane of the form contains three data columns: Menu Name: Lists the object name for the menu options in the Batch Synchronization Utility. Default Menu: Lists the default menu name in the Batch Synchronization Utility. Customizable Menu: Lists the default menu name in the Batch Synchronization Utility. You are able to sort your information in the right pane of the window by ascending or descending order.
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2283.book Page 292 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual The arrow indicates that the column heading is selected. If you double-click inside this heading, the data in the column may be sorted in ascending or descending order. Double-click inside the column heading to sort the information. Each time you double-click, the sort order will toggle back and forth between ascending and descending order. Renaming a Message in the Batch Portable Application 292 4.
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2283.book Page 293 Thursday, July 9, 2009 11:26 AM Chapter 15 CE Batch Utility Preferences 2. Next, in the left pane of the form, select Batch Synchronization Utility from the menu tree. 3. In the left pane of the form, underneath the Batch Synchronization Utility selection in the menu tree, select Messages. The localization options for customizing the messages in the Batch Synchronization Utility appear in the right pane of the form.
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2283.book Page 294 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Message Name: lists the message name for the message in the Batch Synchronization Utility. Default Message: lists the default message in the Batch Synchronization Utility. Customizable Message: lists the default message in the Batch Synchronization Utility. You are able to sort your information in the right pane of the window by ascending or descending order.
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2283.book Page 295 Thursday, July 9, 2009 11:26 AM Chapter 15 CE Batch Utility Preferences The arrow indicates that the column heading is selected. If you double-click inside this heading, the data in the column may be sorted in ascending or descending order. Double-click inside the column heading to sort the information. Each time you double-click, the sort order will toggle back and forth between ascending and descending order. 4.
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2283.book Page 296 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Upload Processing Preferences To specify which records are automatically added to the workstation database during a data transfer from the portable application to the workstation application (upload processing), please refer to the instructions below: 296 1. Click the Preferences tab to bring this section to the front. 2. Next, in the left pane of the form, select Upload Processing.
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2283.book Page 297 Thursday, July 9, 2009 11:26 AM Chapter 15 CE Batch Utility Preferences Processing Mode: choose type of processing (process all records, return on each error) when uploading records from the handheld device Processing Rules: choose to add or reject records for new site, new location, new items, new inventory, and negative inventory quantity. 3.
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2283.book Page 298 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual cessing Mode section of the form by selecting one of the following options: Process All Records: Processes all records. Rejected records are kept in the Error Log. Return On Each Error: Records processing stops when an error is found. The error is sent to a log file. Sync URL Setting The Sync URL setting is the network path to the remote server/IIS location.
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2283.book Page 299 Thursday, July 9, 2009 11:26 AM Chapter 15 CE Batch Utility Preferences The Sync URL location is listed in this field. The Sync URL setting is listed in the Sync URL portion of the form. The Sync URL setting is the network path to the remote server/IIS location. The setting depends on your Remote Data Access Configuration option. If you used the Create IIS Dependencies Utility to configure your IIS settings, the default Sync URL setting should be correct.
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2283.book Page 300 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual If you do not see this screen appear in your web browser, your Sync URL setting is set incorrectly. You must reconfigure your setting in order to sync with the batch portable application. 4. Click the Save button to save the setting in the Batch Synchronization Utility. 5. The Test Batch Registration Service button is a troubleshooting tool.
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2283.book Page 302 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Overview When you synchronize your data, the data that is sent from the workstation database to the handheld is called downloaded data. The data that is sent depends on your system settings: 1. Certain information from the workstation database is automatically sent to the Batch Portable application database when you synchronize the data. This includes the language settings and user ID information. 2.
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2283.book Page 303 Thursday, July 9, 2009 11:26 AM Chapter 16 CE Data Transfer 1. From the DMS Batch Synchronization Utility, click the Send Data tab in the Main form to bring this portion of the form to the front. 2. If security is enabled in the system, the Enable Security check box is available in the Send Data tab of the Main form.
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2283.book Page 304 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual 6. You may select a location range to send to the handheld device via the From and To fields. To send all of the locations, click the drop-down arrow in the From field and select the first location in the list that appears; next, click the drop-down arrow in the To field and select the last location in the list that appears.
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2283.book Page 305 Thursday, July 9, 2009 11:26 AM Chapter 16 CE Data Transfer To send a range of item numbers, click the drop-down arrow in the From field and select the first item number in the range. Next, click the drop-down arrow in the To field and select the last item number in the range. To send all of the item numbers, click the drop-down arrow in the From field and select the first selection from the list that appears.
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2283.book Page 306 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual 306 15. When data is sent to the handheld device, the Batch Portable application automatically closes, if it is open. 16. If the handheld application contains existing data, it is deleted before the new data is sent. 17. As the data information is sent to the handheld device (localization changes, data selections such as sites, locations, inventory, etc.
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2283.book Page 307 Thursday, July 9, 2009 11:26 AM Chapter 16 CE Data Transfer 19. From the Main screen, select the Batch Portable application to open it. The application will contain the newly sent data. For more information about using the Batch Portable application, please refer to CE Batch Portable, on page 315.
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2283.book Page 308 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual 308 2. Click the Receive Data button. A message appears, telling you to check confirm that your handheld device is properly connected and ready to synchronize data. 3. If the handheld application is ready to synchronize data, click OK to close the message box and continue with the data synchronization. Another message appears, telling you to check your handheld device for further instructions.
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2283.book Page 309 Thursday, July 9, 2009 11:26 AM Chapter 16 CE Data Transfer 4. If the Batch Portable application is open on the handheld device, it automatically closes and the data sync begins. Status screens appear on your handheld device that show the data transfer progress. 5. When the data transfer finishes, the status screen on the handheld closes and the records appear in the Upload Processing tab of the Main form in the Batch Synchronization Utility.
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2283.book Page 310 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Each record is listed individually. From the Upload Processing tab, the uploaded data may be previewed and processed. In addition, selected data may be deleted. To reach the Upload Processing tab of the Main form, click the Upload Processing tab to bring this portion of the form to the front. Previewing Uploaded Data Uploaded data is previewed in the Upload Processing tab.
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2283.book Page 311 Thursday, July 9, 2009 11:26 AM Chapter 16 CE Data Transfer • To view the data by transaction type, click the drop-down arrow in the Transaction Type field and select the transaction type from the list that appears. The records collected for this transaction type appear in the record details portion of the form. Additionally, you may filter all the data by new site, location, or item.
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2283.book Page 312 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual 3. Processing the Uploaded Data 312 The selected record(s) are deleted from the record detail portion of the form. Records are processed according to the settings in the Preferences tab\Upload Processing selection. The two options for processing records are: Process All Records and Return on Each Error. • Process All Records: Processes all records. Rejected records are kept in the Error Log.
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2283.book Page 313 Thursday, July 9, 2009 11:26 AM Chapter 16 CE Data Transfer Process All Records If you have selected Process All Records processing, please refer to the steps below to process your records. 1. From the Batch Synchronization Utility Main form, select the Upload Processing tab to bring this portion of the form to the front. 2. Your data may be processed by user, site, transaction type, all collected records, new site, new location, or new items.
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2283.book Page 314 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual message box. The error log opens automatically. It contains the record/ records that could not be processed. The processed records are cleared from the record details portion of the form.
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2283.book Page 316 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Introduction The CE Batch Portable Application resides on the handheld device. It supports physical inventory counting, inventory moves, issues, receipts, and item check in and item check out.
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2283.book Page 317 Thursday, July 9, 2009 11:26 AM Chapter 17 CE Batch Portable If you sent security data to the Batch Portable application, the Batch Portable application security settings are the same as the workstation security settings. Hence, your workstation user ID and password (if applicable) are also applied to the Batch Portable application.
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2283.book Page 318 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Note: Depending on the device you use the menu may appear at the top of the screen. Logging Out • The menu bar options include: User, View, Purge, Sync and Tools.
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2283.book Page 319 Thursday, July 9, 2009 11:26 AM Chapter 17 CE Batch Portable Setting Batch Portable Application Options The Batch Portable application is used to perform inventory counts and inventory moves. The application includes setup options, which are found in the Options screen. Note: Application options to enable multiple sites and security are set in the workstation application. Date and time configuration are set in the operating system.
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2283.book Page 320 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual The About Screen 5. Mark the Delete Data on HH After Upload check box to purge data automatically on the handheld after successfully sending it to the Batch Synchronization Utility on the desktop. Note that when you enable this option, the handheld application will not contain backup data. If you do not want the data to be deleted automatically after an upload, do not mark this check box.
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2283.book Page 321 Thursday, July 9, 2009 11:26 AM Chapter 17 CE Batch Portable The view data options appear. • Sites: To view all site data found in the Batch Portable application database, tap View > Site from the menu bar. The View Site Record screen appears. The amount of sites in the Batch Portable application appear in the Record Count field along the top of the screen. To delete a site from the Batch Portable application, select the site that you want to delete and tap the Delete button.
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2283.book Page 322 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual The locations in the Batch Portable application are listed in the screen by site. The total location record count is displayed at the top of the screen in the Record Count field. To delete a specific location from the Batch Portable application, select the location and then tap the Delete button. To delete all the locations in the Batch Portable application, tap the Delete All button.
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2283.book Page 323 Thursday, July 9, 2009 11:26 AM Chapter 17 CE Batch Portable Tap the ok button in the top right corner of the screen to close the screen and return to the Main screen. • Inventory: To view the inventory records found in the Batch Portable application, tap View > Inventory. The View Inventory screen appears: Each inventory record is displayed by site, location, item number, lot, expiration date, quantity, item ID, checked out status or checked in status.
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2283.book Page 324 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual The total amount of records are displayed in the Record Count field. To delete a specific record, select the record and then tap the Delete button. To delete all the department records in the Batch Portable application, tap the Delete All button. Tap the ok button in the top right corner of the screen to close the screen and return to the Main screen.
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2283.book Page 325 Thursday, July 9, 2009 11:26 AM Chapter 17 CE Batch Portable • Collected Data: To view the collected data in the Batch Portable application, tap View > Collected Data from the menu bar. The View Collected Data screen appears. The transaction history of the collected records in the Batch Portable Application are displayed in the screen. The total amount of collected records are displayed in the Record Count field.
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2283.book Page 326 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual A message box appears, asking you if you want to proceed with purging all collected data on the handheld. Syncing Data 326 Data from the Batch Portable application to the Batch Synchronization Utility is transferred during a “data sync” operation.
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2283.book Page 327 Thursday, July 9, 2009 11:26 AM Chapter 17 CE Batch Portable • The batch portable application must be licensed and activated in order to transfer data to the workstation application. • To transfer collected data to the Batch Synchronization Utility, tap Sync > Send Data. A Status screen appears, showing you the status of the data transfer process. When the upload is completed successfully, the status bar will display “Successful Upload,” and you are returned to the Main screen.
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2283.book Page 330 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Introduction The Batch Portable application on the handheld device supports the following asset inventory functions: • Physical Inventory: supports physical inventory counting of consumable items and check out items via the handheld device. • Moving Inventory: moves consumable items from one location to another or changes the normal location of check out items via the handheld device.
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2283.book Page 331 Thursday, July 9, 2009 11:26 AM Chapter 18 Managing CE Inventory 3. Select the type of Inventory: Consumables or CheckOut Items. Consumables work with physical inventories (check out items are not included). CheckOut Items work with physical inventories for Item IDs that have not been checked out. They reside in Site locations. Check out Items assigned to Cust/Emp ID locations are not included. 4.
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2283.book Page 332 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual 6. Enter the item number for the consumable item in the Item # field or the Item ID for check out items in the Item ID field (see the screen captures found in step 3, above). When new Item ID’s are being created for Check Out Items, the system prompts you that the Item ID does not have an Item# assigned to it and asks you if you want to assign an Item # to it. Select Yes to assign an item number to the item ID.
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2283.book Page 333 Thursday, July 9, 2009 11:26 AM Chapter 18 Managing CE Inventory • Moving check out inventory will prompt for item IDs that are not checked out. Item IDs that are checked out are assigned locations when they are checked into the system. Consumables are associated with Issue and Receipt transactions; Check Out Items are associated with Check In and Check Out transactions. Note: The entries on screens throughout the application may be scanned or keyed.
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2283.book Page 334 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual To move check out items, select the CheckOut Items option from the Move menu. The Move-CheckOut Items screen appears. 5. In the Source tab from the Move-Consumables screen or the MoveCheckOut Items screen, enter the appropriate site you are moving from in the Site field or use the default site, if it is correct. 6.
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2283.book Page 335 Thursday, July 9, 2009 11:26 AM Chapter 18 Managing CE Inventory For a check out move, enter the Item ID to be moved in the Item ID field. If you add a new item ID, the system will prompt you for an item number to be associated with it. 8. For a consumable move, enter the destination location in the Location field of the Destination tab. For a check out move, enter the destination location in the Location field of the Destination tab. 9.
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2283.book Page 336 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual 336 11. Repeat steps 2-10 until you have completed all move transactions. 12. Click the ok button to return to the Main screen.
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2283.book Page 338 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Introduction You are able to check in “checked out” items, check out items, and retire check out inventory via the Batch Portable application. • The Check In process returns items to inventory and relieves the customer/employee of responsibility for the item. • The Check Out process checks out or assigns inventory to a customer or employee.
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2283.book Page 339 Thursday, July 9, 2009 11:26 AM Chapter 19 CE Check In-Out 3. Enter the unique item ID in the Item ID field. No quantity entry is required because it is always assumed to be a quantity of 1. Although there are many items, they are identified individually with unique item ID numbers in the inventory. If you enter a new item ID in the Item ID field, a dialog box appears, notifying you that the item ID was not found and asking you if you would like to add it the database.
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2283.book Page 340 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual 4. If the item ID exists in the system, the Site field is automatically recognized by the system to be the site associated with the selected item ID. If the item ID is new, the system requires a site selection. Enter the site associated with the item ID in the Site field. 5.
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2283.book Page 341 Thursday, July 9, 2009 11:26 AM Chapter 19 CE Check In-Out Note: The entries on screens throughout the application may be scanned or keyed. If drop-down boxes are available, entries may also be selected from lists. 1. From the Main screen, click the Check In/Out button. The Check In/ Out menu appears. 2. Select Check Out from the Check In/Out menu. The Check Out screen appears. 3.
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2283.book Page 342 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual If the item ID is new, a dialog box appears notifying you that the item ID was not found and asking you if you would like to add it to the database. Select Yes to close the dialog box and add the item ID to the database. (Tap No to close the dialog box and cancel adding the item ID to the database.) 7.
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2283.book Page 343 Thursday, July 9, 2009 11:26 AM Chapter 19 CE Check In-Out will appear in the Recent Transaction grid found towards the bottom of the screen. 10. Repeat steps 2-9 until you have completed all the check out transactions. 11. Click the ok button to return to the Main screen. Retiring Check Out Items When a check out item is retired, it is removed from inventory. Retiring check out inventory prevents those check out inventory items from being checked out again.
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2283.book Page 344 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual 3. Enter the unique item ID in the Item ID field. (No quantity entry is required, because it is always assumed to be a quantity of one. Although many items exist, they are identified individually with unique Item ID numbers in the inventory.
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2283.book Page 345 Thursday, July 9, 2009 11:26 AM Chapter 19 CE Check In-Out • Enter the site associated with the item ID in the Site field. • Enter the location associated with the item ID in the Location field. • Enter the item number associated with the item ID in the Item # field. 5. Select the Retire button to complete the retire transaction. If the option to Show Transaction History is enabled, the transaction will appear in the Recent Transactions grid. 6.
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2283.book Page 348 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Introduction Issuing removes items from your inventory. During the Issue process, the items that are removed from inventory can be associated to an entry in the Department table. Receipts adds items to your inventory. During the Receipts process, items can be returned to inventory and assigned departments can be credited. Note: The entries on screens throughout the application may be scanned or keyed.
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2283.book Page 349 Thursday, July 9, 2009 11:26 AM Chapter 20 CE Batch Issues and Receipts 3. From the Location tab, enter the appropriate site or use the default site if it was selected and it is the correct site from which you want to issue the item number in the Site field. 4. In the Location field, enter the location for the item being issued. 5. In the Job/Order field, enter the job/order number that you want associated with this transaction, if applicable. 6.
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2283.book Page 350 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual The Receipt Process Receipts add items to the inventory. During the Receipt process, items can be returned to inventory and assigned departments can be credited. Note: The entries on screen throughout the application may be scanned or keyed. If drop-down boxes are available, entries may also be selected. To receive an item into inventory, please refer to the steps that follow. 350 1.
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2283.book Page 351 Thursday, July 9, 2009 11:26 AM Chapter 20 CE Batch Issues and Receipts 5. If you are associating a job or order number with the order, enter the job or order number in the Job/Order field. 6. Enter the department that is receiving the order in the Department field. 7. Tap the Item tab to bring this portion of the screen to the front. 8. Enter the item being received in the Item # field. 9.
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2283.book Page 354 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Overview The Find function in the CE Batch Portable Application enables you to search for site location: Searching for Sites 354 • To search for data, go to the Main screen. From the Main screen, tap the Find button. • The Find screen appears.
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2283.book Page 355 Thursday, July 9, 2009 11:26 AM Chapter 21 CE Data Searching To search for a specific site, enter the site in the Site field. (To remove the entry in the Site field, tap the Clear button.) To search for all sites, leave the Site field blank and mark the Partial Matches check box. To search by a partial string, enter the partial data in the Site field; mark the Partial Matches check box, and then tap the Find button. (To remove the entry in the Site field, tap the Clear button.
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2283.book Page 356 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual 2. Next, tap the Find button to process the site data search. The site or sites that match the search parameters are listed in the Search Results portion of the screen. The number of records displayed in the Search Results portion of the screen are listed in the Record Count field. Tap the Clear button to clear the Search Results portion of the screen. 3.
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2283.book Page 357 Thursday, July 9, 2009 11:26 AM Chapter 21 CE Data Searching 2. If you are using multiple sites and downloaded all sites to the Batch Portable Application, or if you added new sites/locations during your physical inventory transactions on the handheld device, locations may be search by site. Click the drop-down arrow in the Site field and select the site by which you want to search for locations. 3.
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2283.book Page 358 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual To search for location by a partial data string, enter the data in the Location field and mark the Partial Matches check box. 4. Click the Find button. The results appear in the Search Results portion of the screen. The location or locations that match the search parameters are listed in the Search Results portion of the screen.
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2283.book Page 359 Thursday, July 9, 2009 11:26 AM Chapter 21 CE Data Searching Items may be searched by item number or by description. To search for items by item number, click the drop-down arrow in the field underneath the Find field and select Item #. To search for items by description, click the drop-down arrow in the field underneath the Find field and select Desc.
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2283.book Page 360 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual To search for all descriptions, select to search by description and leave the search selection field blank and mark the Partial Matches check box. 2. Click the Find button. The results appear in the Search Results portion of the screen. The items that match the search parameters are listed in the Search Results portion of the screen.
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2283.book Page 361 Thursday, July 9, 2009 11:26 AM Chapter 21 CE Data Searching Searching by Site and Location To search for inventory by location data by location, please refer to the instructions below. 1. In the Find screen, tap the drop-down arrow in the Find field and select Inventory By Location from the list that appears. The Find Inventory By Location screen appears. 2. If you are using multiple sites and have multiple sites in the Batch Portable Application database, you may search by site.
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2283.book Page 362 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual To search for inventory by location by a specific location, enter the location in the Location field. To search for inventory by location by all locations for the selected site, leave the location field blank and mark the Partial Matches check box. 4. Tap the Find button. The inventory that matches the search parameters are listed in the Search Results portion of the screen.
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2283.book Page 363 Thursday, July 9, 2009 11:26 AM Chapter 21 CE Data Searching The Find Inventory By Location screen appears. 2. If you are using multiple sites and have multiple sites in the Batch Portable Application database, you may search by site. Tap the drop-down arrow in the Site field and select the site by which you want to search inventory. 3. To search for inventory by location by item number, tap the drop-down arrow in the search field underneath the Site field, and select Item #.
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2283.book Page 364 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual To search for inventory by location by all item numbers for the selected site, leave the Item # field blank and mark the Partial Matches check box. 4. Tap the Find button. The inventory that matches the search parameters are listed in the Search Results portion of the screen. The number of records displayed in the Search Results portion of the screen are listed in the Record Count field.
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2283.book Page 365 Thursday, July 9, 2009 11:26 AM Chapter 21 CE Data Searching 2. If you are using multiple sites and have multiple sites in the Batch Portable Application database, you may search by site. Tap the drop-down arrow in the Site field and select the site by which you want to search inventory. 3. To search for inventory by location by lot, tap the drop-down arrow in the search field underneath the Site field, and select Lot.
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2283.book Page 366 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual The Find Inventory By Location screen appears. 2. If you are using multiple sites and have multiple sites in the Batch Portable Application database, you may search by site. Tap the drop-down arrow in the Site field and select the site by which you want to search inventory. 3.
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2283.book Page 367 Thursday, July 9, 2009 11:26 AM Chapter 21 CE Data Searching 1. In the Find screen, tap the drop-down arrow in the Find field and select Inventory By Location from the list that appears. The Find Inventory By Location screen appears. 2. If you are using multiple sites and have multiple sites in the Batch Portable Application database, you may search by site. Tap the drop-down arrow in the Site field and select the site by which you want to search inventory. 3.
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2283.book Page 368 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Searching for Departments You are able to search for departments via the Find function. 1. In the Find screen, tap the drop-down arrow in the Find field and select Departments from the list that appears. The Find Departments screen appears. To search for a specific department, enter the department in the Department field. (To remove the entry in the Department field, tap the Clear button.
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2283.book Page 369 Thursday, July 9, 2009 11:26 AM Chapter 21 CE Data Searching To search for a specific customer, enter the customer in the Customer field. (To remove the entry in the Customer field, tap the Clear button.) To search for all customers, leave the Customer field blank and mark the Partial Matches check box. To search customers via a partial data string, enter the partial data string in the Customer field and mark the Partial Matches check box.
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2283.book Page 370 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual TABLE 11.
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2283.book Page 371 Thursday, July 9, 2009 11:26 AM Chapter 21 CE Data Searching arrow in the Site field and select the site by which you want to search inventory. 3. To view the Physical Inventory transactions for consumable items, tap the drop-down arrow in the Transaction field and select Physical Inventory. To view the Move From Inventory transactions for consumable items, tap the drop-down arrow in the Transaction field and select Move From.
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2283.book Page 374 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Data Tables This section contains information about the site, inventory, inventory by location, bin location, tbl check, and upload tables. Site The Sites Table is the main table where site definitions are stored. TABLE 12.
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2283.book Page 375 Thursday, July 9, 2009 11:26 AM Appendix A Data Structure TABLE 13.
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2283.book Page 377 Thursday, July 9, 2009 11:26 AM Appendix A Data Structure TABLE 14.
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2283.book Page 378 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Bin Location Table Definition table for Locations where items can be stored. Can be different for each site. TABLE 15.
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2283.book Page 379 Thursday, July 9, 2009 11:26 AM Appendix A Data Structure TABLE 16. tblCheck Table (Continued) Field Name Req’d Data Type Field Size Description Site No Text 18 Site Lookup Table for Locations. SerialNumber No Text 30 Serial Number for this Check Out Item NormalLocation No Text 15 Normal Location for this Item LastMaintDate No Date/ Time 8 Date of Last Maintenance (i.e., 03/15/95) NextMaintDate No Date/ Time 8 Date for Next Maintenance (i.e.
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2283.book Page 380 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual TABLE 17. Data Type Settings Field Type Size Settings Field Types Size Settings Text (Default) Text up to 255 characters or the length set by the FieldSize property, whichever is less. Memo Text with a maximum length of 64,000 bytes. Memo fields can't be indexed. Number Any numeric type. See the FieldSize property for more information. Date/Time Date and time values for years from 100 to 9999.
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2283.book Page 382 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Overview When you install IntelliTrack Check In-Out v7.0 SQL, a Compact utility is created, for the workstation application file. Running the Compact Check In-Out workstation Utility reconditions the IntelliTrack Check In-Out front-end database files, thus improving your system performance. It is a good idea to run this utility at regular intervals, based on system usage.
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2283.book Page 384 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Introduction MS Access is a powerful and flexible database management system. A full version of MS Access 2007 provides additional capabilities. A full version of Access allows you to modify existing database objects, create new forms and reports, and interface directly with other database systems. Important: This chapter assumes that you have a full version of Microsoft Access 2007 installed on your computer.
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2283.book Page 385 Thursday, July 9, 2009 11:26 AM Appendix C Microsoft Access Integration Before importing the inventory data into a Check In-Out system, exit the Check In-Out environment and enter the Access environment. Open the Check In-Out system with the full version of Microsoft Access. Use the Navigation Pane to reach the Access objects such as tables, queries, forms, and reports.
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2283.book Page 386 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual 4. Click the Open button; the File Open window closes and you are returned to the Get External Data dialog. The file that you selected is entered in the File Name field. 5. Specify the location of the data source from the dialog box.
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2283.book Page 387 Thursday, July 9, 2009 11:26 AM Appendix C Microsoft Access Integration At the prompt for data storage, select In a New Table. Click Next. In the next window, specify the details of each field being imported. Click Next. Select a primary key or let the wizard pick one. In the last window, name the table and click Finish. If existing data is going to be stored in several files, import each of the files and repeat the procedure for each file. 7.
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2283.book Page 388 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual 9. An Append dialog appears; click the drop-down arrow in the Table Name field and select the Sites table. Select the Current Database option. Click OK. 10. Select the Append To field. Place the cursor in the Append To row in the first column of the imported field. Select the Site field from the Sites table. 11. Next, select Results > Run.
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2283.book Page 389 Thursday, July 9, 2009 11:26 AM Appendix C Microsoft Access Integration Query Import Data – Inventory Table 11. Place the cursor in the BINLOC field and select BINLOC from the drop-down list. 12. Select Results > Run. A message appears notifying you that you are about to append the table. To continue, click Yes. To cancel appending the data, click No. 13. Close the query; you are prompted to save it. Save the query as Import BINLOC. Click OK. 14.
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2283.book Page 390 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Query Import Data – TblCheck Table 390 10. Close the query; a dialog box appears prompting you to save the design of the query. Click Yes and save the query as ImportInventory. Click Ok. 11. To verify the data is in the Inventory table, select the Inventory table from the Navigation Pane and open it to view the imported data.
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2283.book Page 391 Thursday, July 9, 2009 11:26 AM Appendix C Microsoft Access Integration Query Import Data – Inventory by Location Table To transfer the imported inventory by location data into the Inventory by Location table, create an inventory by location table based on the imported data and then update the inventory by location table by running an append query. 1. To run a query based on the imported inventory by location data, click Create > Other > Query Design. 2. A Show Table dialog appears.
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2283.book Page 392 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Exporting Data To export data in MS Access, complete the following steps: 1. Specify the table or query containing the information to export. To export item data, select the Inventory table. 2. Select External Data > Export > Export File Type from the menu bar. 3. An Export dialog appears. Specify the name and path for the exported file in the next form.
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2283.book Page 393 Thursday, July 9, 2009 11:26 AM Appendix C Microsoft Access Integration 8. Open the Modules table and find the ModuleID value for your application. 9. Open the ModuleReports table and add a new record using the ReportID and ModuleID values from steps 7 and 8, for the ReportID and the ModuleID fields in the ModuleReports table, respectively. 10. In the Check In-Out application, open the Reports form by clicking Reports > Reports.
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2283.book Page 394 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Adding Queries To display the query form in the queries list complete the following steps: 1. Select Tools > Customize >Queries from the menu bar. 2. Click the Add button. 3. Enter the name of the Query as you would like it listed in the Title column. 4. Enter a description of the Query in the Description column (optional). 5. Enter a name for the custom query. 6.
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2283.book Page 396 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Cautions when Customizing IntelliTrack If you have the appropriate version of Microsoft Access, you can modify the IntelliTrack Check In-Out database structure. Important:If you are not familiar with Access, complete the tutorial provided with Access before making changes to the database.
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2283.book Page 397 Thursday, July 9, 2009 11:26 AM Appendix D Customizing IntelliTrack file to another directory and import the custom objects from the copied file into the updated version of Check In-Out.
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2283.book Page 400 Thursday, July 9, 2009 11:26 AM INTELLITRACK CHECK IN-OUT V7.0 User Manual Bar Code Symbology Characteristics Table 19, “Bar Code Symbology,” on page 400 summarizes the characteris- tics of different bar code symbologies. TABLE 19. Bar Code Symbology Symbology Length Checksum* Characters** Notes Code 39 2-30 NR N,U,P Most common bar code. Code 128 2-30 Auto N,U,L,P,C Best for full ASCII character set Int.
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2283.book Page 443 Thursday, July 9, 2009 11:26 AM Index Bin Location Table 378 Field Type 379 Inventory By Location 376 Numeric Fields 380 tblCheck Table 378 Database connection settings for multi-user versions 8 data entry precautions 26 Date format options 44 Delete data in CE Batch Portable Application after upload 320 Deleting items from inventory 145 Department lookup table 99 Detail, for check out item adding check out information 131 DMS Web Service Extension IIS v6.
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