Transcript CHECKMATE INVENTORY - Dynamic Systems Inc

CHECKMATE INVENTORY
“CheckMate—providing businesses with
data collection solutions since 1984.”
CONTENTS
TAKE THE
TOUR!!!
• Start from the beginning and take the full tour, or
jump to a certain section via the buttons below.
SETTING UP
PORTABLE BAR
CODE READER
ADDING A
VENDOR
RUN A
QUERY
ADDING A
BADGE
PHYSICAL
INVENTORY
PART LOCATE
RUN A
REPORT
ADDING A
PART
REORDER
PARTS
SERIAL #
LOCATE
REINDEX/
CLEANUP
ACTIVITY
CODES
COMMON
IDENTIFIERS
CREATE
QUERY
RECEIVE AN
ORDER
Use the navigator bar to go to the first, previous, next and last
screens. It can be found in the upper right corner of each screen.
Purpose of Training Module
WHO (is it for?): people who will use the program.
WHAT (is it?): visual instructions on how to initially setup the
program, maintain database integrity, perform activities, etc.
WHEN (can it be used?): when training a new employee on how to
use the program; any time a visual reference to the program is.
WHERE (can it be used?): at your personal computer or laptop.
WHY (a Training Module?): to give you a visual reference guide to
the CheckMate program.
HOW (do you use it?): Click Here for Instructions
Instructions: Using the Training
Module
• Navigator Bar: The navigator bar in the
upper right hand corner allows you to go to
the first, previous, next or last slide by
pressing the corresponding buttons.
• Go To Menu: You may also right click
anywhere on the screen (except for a
button) to get the “Go To” menu.
Navigator Bar
1) First Slide- takes you to the beginning of the
show.
2) Previous Slide- takes you to the previous
slide in the show.
3) Next Slide- takes you to the next slide in
the show.
4) Last Slide- takes you to the end of the show.
Go To Menu
To the right is the “Go To”
Menu. You may use this to go
to the previous or next screen,
but more importantly, you may
click the Go button to go to
other screens.
You may also change the
arrow, or pointer, to a pen and
then change the pen color.
Lastly, to end the show without
watching all of it you must
click the End Show button.
Go To Menu (CONT.)
• After you click “Go” you may
choose to click either Slide
Navigator, By Title, or
Previously Viewed.
• Go-Slide Navigator- shows you
a numbered list of all of the
slides in the show. You can
scroll down the list or type in
the number of the slide you
wish to see and it will
automatically find it for you.
Go To Menu (CONT.)
• Go-By Title- a list of the
titles of slides 1-60. From
here you will be able to
choose which slide you
want to go to by scrolling
up and down the list of
titles. You must use the
Slide Navigator to get to
Slides 61-141 as they are
not included on the GoBy Title list of slides.
Go To Menu (CONT.)
• Go-Previously ViewedThis takes you back to
the last slide you viewed.
This is particularly useful
when you use a link or
button to get to a slide
then want to return to the
slide you just left. The
Navigator Bar merely
allows you to go to the
previous slide in the
overall order, not the last
slide viewed.
The Hidden Slide and
Custom Show options
are grayed out because
they have no use in this
training module.
CheckMate Inventory
Now that you are familiar with the training
module’s options let’s go on. You may go back to
the Contents Screen by clicking the ‘Contents’
button and use the buttons there to go to the
section of your choice or you may continue taking
the full tour now by clicking ‘Continue Tour.’
CONTENTS
Continue Tour
OVERVIEW
CheckMate Inventory is a versatile program
designed to answer the following questions:
1) What parts do I have?
2) How many do I have?
3) Where are the parts located?
4) What parts do I need to reorder?
How to Use CheckMate
Inventory
• After installing CheckMate on your
computer, open the program. When you
type in your password in the following box,
admin
• you will open the Main Window.
Main Window
Setting Up
• Before using CheckMate, you must set
several system options. To set the system
options, click Utilities and then Setup.
Setup Window
System Options
•
•
•
•
•
•
•
•
The system options must be set before you run CheckMate
Company Name- appears at the tops of screens and reports
Receive Location- default location given to recently received parts
Transit Location- default location given to parts in transit
Event Interval- number of days added to today’s date to compute
the next event date
Online Timeout- the number of seconds CheckMate waits before
clearing information on the Main Window
Activity Default- issue or receive for primary activity online
New Stock Default- choose to edit, initialize, or reject new stocks
Reader Port- serial COMport to which portable bar code reader is
connected. Now you are ready to get started
Getting Started…Adding Badges
• To begin, Badges may be created for those
customers who will be issued supplies and parts.
To add a Badge, click Maintenance then Badge.
Badge Maintenance Window
Badge Data Entry
To add a new Badge, hit the Add button
. Fill in the necessary information for
each Badge. Each person must have a
unique Badge ID and a Badge Name. All
other data is optional. When you have
finished a Badge, hit the Add Button at the
bottom of the Badge Maintenance Window
to start another.
Badge Maintenance
Manchester, Sterling P.
00001
8/14/2000
Fairbanks, Alaska in January
973-0121
1706 116th Dr. NE
Lake Stevens
WA
98258
Adding Parts
• Now add Parts into the database. From the
Main Window, click Maintenance then Part.
Part Maintenance Window
Part Data Entry
• To start adding Parts, click the add button at the
bottom of the screen . Now fill in the necessary
information for the Part: the AKA (usually the
name that the part is also known as or the UPC),
Part Number (bar code), and Description. All other
data including Group/Common ID, Unit of Issue,
Case Size, Standard Storage, Qty In, Reorder,
Target, Critical, On Order, Price, and Cost are
optional and can be added at another time, or not
at all. When you wish to add another Part, hit the
add button. When you are finished adding Parts,
hit the OK button.
Part Maintenance
85455552
HAMMER, 16”, BLACK
000001
WORK CTR. AC09
A BLACK 16” SMITH AND DELK HAMMER
Eagle Hardware
ea
1
HAMMERS
Product A10 interchangeable
06/10/00
$20.00
$15.95
Activity Codes
Click on an activity button for detailed
instructions on performing that activity.
RECEIVE
ISSUE
LOCATE
P.O.
RECEIVE
CLEAR
SCREEN
EVENT
DATE
MOVE
Work Order
ISSUE
>NEXT>
How to Receive Parts
To Receive Parts, first scan the letter ‘R’ from the
Activity Codes List.
RRR
R
How to Receive Parts
Next scan in the Part number. After this, click on the
‘Serialized’ toggle at the bottom right if you are
receiving items that have individual serial numbers.
How to Receive Parts
Now enter the quantity to receive for unserialized/
serialized items.
How to Receive Parts
If you are receiving unserialized parts you are
finished. If not, add the serial numbers now.
SERIALIZED
UNSERIALIZED-FINISHED
How to Issue Parts
To Issue parts, from the Main Window, scan the
letter ‘I’ from the Activity Codes List.
RRR
I
How to Issue Parts (CONT.)
Scan the part number now or click ‘Serialized’ if
you wish to issue items by their serial numbers.
How to Issue Parts (CONT.)
Now enter the quantity for issuing w/o S.N., or the
quantity then serial #’s for issuing with serial #’s.
UNSERIALIZED
SERIALIZED
How to Locate a Part
To locate a part, scan the letter ‘L’ on the Activity
Codes List (see also Locate a Part).
LLL
L
How to Receive with a P.O.
To receive parts with a P.O., scan the letter ‘P’
from the Activity Codes List.
*P
*
P
How to Receive with a P.O.
Next, enter an eight digit Purchase Order number
(as described here) then click the OK button.
How to Receive with a P.O.
Scan a part bar code, and then enter the quantity of
parts.
How to Receive with a P.O.
Now enter the multiplier, the number in the
case by which you multiply the quantity.
How to Receive with a P.O.
The Receive is now done and will be posted on
the Main Window and shown on reports.
How to Clear Main Window Data
To clear data on the Main Window, scan the letter
‘C’ from the Activity Codes List.
*
P
*
C
How to Set an Event Date for a Part
• To set an Event Date for any number of parts, scan
the letter ‘E’ from the Activity Codes List.
*P
*
E
How to Set an Event Date for a Part (CONT.)
Enter the next event date (the number of days added
to today’s date to compute the next event) and click
OK.
How to Set an Event Date for a Part (CONT.)
Lastly, scan the desired part number.
How to Set an Event Date for a Part (CONT.)
• Now the event date is set for the part and will show up
on the Main Window and reports.
How to Move a Part
• To move a part, first scan the letter ‘M’ on
the Activity Codes List.
*
M
8
M
How to Move a Part (CONT.)
• Now enter the locations from which the part is
leaving and to which the part is going. Click OK.
How to Move a Part (CONT.)
• Now scan in the part that is to be moved.
How to Move a Part (CONT.)
• Lastly, enter the quantity to be moved.
How to Move a Part (CONT.)
• Now the part is moved and will show the new
location on the Main Window and on reports.
How to Issue a Work Order
• To issue parts to a work order, scan the letter ‘W’
from the Activity Codes List.
8W
8
W
How to Issue a Work Order (CONT.)
• Now you may enter the Work Order number and
Badge number.
How to Issue a Work Order (CONT.)
• You may choose the Badge number from a list by
typing in the beginning of the badge name.
How to Issue a Work Order (CONT.)
• Now CheckMate will allow you to peruse the
information that you entered before you issue the order.
How to Issue a Work Order (CONT.)
• Next scan a part number, followed by a quantity.
How to Issue a Work Order (CONT.)
• Now the work order is completed and will show up
on the transactions screen as well as on reports.
Taking Inventories
• Before life with CheckMate, taking
inventory was a bothersome, exhausting
task that had to be drudgingly carried out at
least once a month. Breathe easy now
fellow inventory takers. CheckMate has
reduced taking inventory to scanning bar
codes with a portable bar code reader and
then uploading the data into the program for
complete analysis. No more time wasted on
drawn out inventory sessions; now you can
take inventory at laser speed.
Portable Bar Code Reader
• A portable bar code reader is a hand-held device
that runs a simplified version of the CheckMate
program and is used to collect data and record
transactions away from the computer.
• Prior to using the portable bar code reader, a
connection called an Initialization must be made
between CheckMate and the bar code reader. After
the reader is initialized, you may then collect data.
• When all the data is collected, you’ll bring the
portable back to the CheckMate computer. Then
select Upload and Process, a quick series of
procedures that will incorporate the new data into
the CheckMate database.
Physical Inventory
• When a physical inventory is taken on a portable bar
code reader, you may view, edit, or update the inventory
by clicking Maintenance then Physical Inventory.
View All Collected Data
• To view all data collected in a physical inventory,
click Maintenance, then Physical Inventory, then
Report, then All Collected Data.
View All Collected Data (CONT.)
• CheckMate will now ask you to enter a first and
last date of inventories you wish to view. Do so
and press Enter.
Physical Inventory List
Edit Physical Inventory
• To edit a physical inventory, click Maintenance
then Physical Inventory and then Edit.
Edit Physical Inventory (CONT.)
• CheckMate will now ask you to enter a first and
last date of inventories you wish to edit. Do so and
click OK.
Edit Physical Inventory Report
You may wish to edit data from the physical inventory
here. Items that show up red have counted quantities
different than those recorded in the database.
Update and Process
Physical Inventory
After you have viewed and edited the physical
inventory, you may update your CheckMate database.
From the Main Window, click Maintenance, then
Physical Inventory, then Update.
Update and Process
Physical Inventory
Now enter a first and last date of inventories you
would like to update. Press the OK button.
Update and Process
Physical Inventory
Now the update is complete and CheckMate will say
how many FIFO Records were adjusted. Click OK.
Reorder Parts
• To reorder parts, from the Main Window go
to Maintenance then Reorder.
Reorder Parts (CONT.)
• Now type in the name of the Vendor that you are
reordering from or select from the list and click OK.
Reorder Parts (CONT.)
• Next, look through the order form and make sure
the info is correct. When you are done, click Post.
Reorder Parts (CONT.)
• Now enter a P.O. number, up to twenty digits in
length. Click OK when finished.
Reorder Parts (CONT.)
• Finally, choose whether or not to print the order.
Even if you choose no, the order will be posted.
Common Identifiers
• To add a Common Identifier, from the Main Window
click Maintenance then Common Identifiers.
Common Identifiers (CONT.)
Interchangable parts may be assigned to a Group. To
add a Common Identifier or Group, click the add button.
Each identifier needs an ID, description, and reorder,
target, and critical numbers. When you are finished click
OK.
Add a Vendor
• To add a vendor, from the Main Window,
click Maintenance, then Vendor.
Add a Vendor (CONT.)
When you enter
the form, click the
Add button. A new
vendor ID number
will appear in the
ID box.
Enter information
about the vendor.
After you have finished entering info, either click the Add
button to add more vendors, or click the OK button to
save the information and exit back to the Main Window.
Locate a Part
• To locate a part, from the Main Window
click Query, then Part Locate.
Locate a Part
• To locate a Part, you need to know one of the
following pieces of info: the Part Number,
the AKA, the Description or the Group.
Click the Search For radio button that
matches the info you know. Enter the
beginning of one of these pieces of
information in the “Start with” box. Click
OK. CheckMate will bring up a list of all the
parts with info that matches the data in your
query.
Part Locate
000001
Serial Number Locate
• To locate a serial number, click on Query,
then Serial Number.
Serial Number Locate (CONT.)
• Enter the beginning of the serial number in the
serial number field at the bottom of the window.
CheckMate will find the closest match.
25
How to Create a Query
• To create a query, from the Main Window,
click Query then Create Query.
Create a Query
How to Create a
Query (CONT.)
• When selecting data for a query, you are allowed to
use any of the Available Fields on the left side of
the window. In addition, you may search by one
field or a varied combination of fields. These fields
can be narrowed down in terms of “greater than”
or “equal to” when searching for a certain amount
or “starts with” when searching for a certain word
or phrase. Each field has a prefix, either the letter
‘s’ or ‘f’. The fields that begin with the letter ‘s’
are in the part form, and the fields that begin with
the letter ‘f’ are in the FIFO Grid.
Create Query
How to Run a Query
• To run a previously saved query, from the
Main Window, go to Query then Run Query.
How to Run a Query (CONT.)
• Once in the Run Query form, click show to choose
a query.
Run a Query
• Locate the drive the query is saved in, then
find the file name and click OK.
Run Query
Now you can view the data which you specified
on a previous query.
How to Run a Report
• To run a report from the Main Window, click on
Reports, then choose a report. Click on one of the
reports below for a preview, or click outside the
Report Menu to continue on to the next section.
Maintaining Database Integrity
Just as any motor or other machine working with
different parts needs regular maintenance to continue
running smoothly, CheckMate also needs to be regularly
maintained. The tools to maintain the integrity of your
database are called Reindex and Cleanup.
Lock the System- you must do this
before using any of the tools. When you
lock the system, no other users may use
CheckMate until you have it unlocked
again. To lock the system, click on
Utilities, then Lock. The words ‘System
Locked’ should appear in the upper right
corner of your Main Window. Now you
may Reindex or Cleanup.
Reindexing Stock Records
• To reindex your Stock Records means to rebuild
your index files.
INDEX FILE
The index files control the
INDEX FILE
sequencing of your data. For
instance…
INDEX FILE
FOSTER, D.
ALLEN, T.
ALLEN, T.
COSTEA, M.
COSTEA, M.
FOSTER, D.
INDEX FILE
These records
aren’t in correct
order, but after
you reindex,
they are.
Reindexing Stock Records (CONT.)
• If a power outage or other failure occurs
while you are using CheckMate,
YOU WILL WANT TO REINDEX.
Reindex Stock Records
• To reindex from the Main Window, first click
Utilities, then click Lock. You cannot reindex
without locking the system first. You will
especially want to reindex if you have worked
with the data in some other program.
Reindex Stock Records (CONT.)
• Reopen Utilities and click on Reindex. Click “yes”
on the box below. CheckMate will automatically
reindex all of the Stock Records. Click OK.
Cleaning Up Stock Records
• Cleanup removes from the database stock
records that have been deleted by the user. To
gain more free space for your data files, the
Cleanup option can be used. (NOTE: You
should always reindex before cleanup).
v
011010010100111010
l
4
a
9
Cleanup deleted
3454443k
3
s
records?
7
3
cleanup
=
free space
289347201
3728291037
j
3
4
8
2
f
Cleanup Stock Records
• You can Cleanup Stock Records by entering
Utilities, locking the system (if it isn’t
already), and then clicking on Cleanup.
Cleanup Stock Records
• CheckMate will ask you if you want to proceed.
You may click yes to do a regular Cleanup, or
With Check to do a thorough Cleanup.
CheckMate Inventory
EDP System Services Inc.
ACTIVITY REPORT
PURCHASE ORDER
REPORT
REORDER by
VENDOR REPORT
CRITICAL by
VENDOR REPORT
REORDER by
GROUP REPORT
CRITICAL by
GROUP REPORT
DATE 1 REPORT
STATISTICS REPORT
HISTORY REPORT
VALUE LIST
PART LIST
INVENTORY LIST
BADGE LIST
UNIT OF ISSUE AND CASE SIZE
Unit of Issue is the usual number of
items that you issue for the specific
part. CheckMate will auto-suggest this
number as a quantity whenever you
issue this item.
Case Size is the usual number of items
that come in one case when you
receive a shipment of this item.
CheckMate will auto-suggest the
number you put here as a multiplier
whenever you receive this item.
STANDARD STORAGE/QTY IN
Standard Storage is the usual place
where you store this part. When you
receive a shipment of items
CheckMate will automatically place
this storage location in the storage
field for the new item.
Qty In is the number of items you have in stock at the
moment. This number will change automatically when you
receive or issue an item.
REORDER/TARGET/CRITICAL
Target is the optimal number of
items to have on hand. When you
reorder, CheckMate will suggest
that you reorder enough items to
get you back up to the target level.
Critical is the least number of
items you may have on hand.
When you run a critical report
CheckMate will check if any items
have quantities that are below
critical level. It will then show
these to you so you know which
items need to reorder first.
Reorder Point is the
point at which you
need to order more
items. If the quantity
gets lower than this,
you need to reorder.
ON ORDER/PRICE/COST
On Order is the number of parts
you have on order but have not yet
received. The number of parts you
receive from an order will
automatically be deducted here.
Price is the amount of money you sell this part
for, or what a customer pays when you issue
him this part.
Cost is the amount of money you buy this part
for, or what you pay when you receive this part.
Common Identifiers
A common identifier is a description or quality of an
item that can be used as a link between items with
similar qualities but separate part forms. A common
identifier is also known as a group. You can reorder
parts by group. Click to see Reorder by Group Report.
When you add a part you may
enter an identifier in the group
field. If it is a new identifier you
will be asked if you want to add a
new group. If it is in use the part
will be linked to the other parts
with the same (or common)
identifier in their group field.
Upload and Process
• Upload and Process is a series of events that
incorporate the collected data from the portable bar
code reader into the CheckMate database. To do an
Upload and Process, click File, Portable Bar Code
Reader, then Upload and Process. You may also do
each of these events separately, at different times.
(click here for more info. on Upload and Process).
Upload and Process
ADDITIONAL INFORMATION
•The user must do both the upload AND the process
together when entering collected data into CheckMate. If
the user only uploads (doesn’t process), then the next time
another upload takes place the data will be lost.
•If the user uploads and does not want to process the data
right away, he may save the uploaded data to a disk by
going to the CheckMate root directory and copying the file
“collect.dat” to a disk/other directory. When the data is
ready to be processed, the user may copy the file from the
disk back to the CheckMate root directory for processing.
•If bad data is collected--data that doesn’t meet the required
specifications for your program--CheckMate will give some
type of warning during the process.
Receive an Order
• Here are the steps you must take to receive
an order:
1) Import the order
2) Adjust the order (if you need to)
3) Print PO Status report
4) Initialize the portable bar code reader
5) Receive the order
6) Compare the order and the actual receipt
for discrepancies using the PO Status report.
Import an Order
• The first step in receiving an order is to import it.
To import an order, first go to Maintenance, the
click on the submenu “Import Order.”
Import an Order (CONT.)
• Next you need to locate the file to import. Click
on the find file button to locate this file.
Import an Order (CONT.)
• Find the order you want to import, highlight it by
clicking it once and then click the open button.
Import an Order (CONT.)
• Now you can press the start button and CheckMate
will start to process the order. When the procedure
is finished CheckMate will tell you how many
records were added to the database.
Adjust an Order
• To adjust an order, go to Maintenance, then click
on the Adjust Order submenu.
Adjust an Order (CONT.)
• Now enter the P.O. number for the order
you wish to adjust. After you have entered
the P.O. number, press OK.
Adjust an Order (CONT.)
• When adjusting an order you can add or delete an
item, refresh the order after you have made the
necessary changes, and finally print the order.
Print PO Status Report
• Go to the Reports menu and click on the submenu
PO Status. Fill in the PO number in the report
setup box, like the one you see below. You also
have the option to view Lots, groups of receipts,
if you used them receiving. Click Preview or Print.
PO Status Report
PO Status Report
• After you have printed the PO Status report, you will
go out with your portable bar code reader and start
receiving the order (unless you have already
received the order and are using the PO Status report
as a discrepancies list for your receipt. If that is the
case, click here). First, however, you must make sure
that the portable is initialized and ready to go. If you
haven’t initialized your reader yet, follow the
directions here. If you have initialized the reader
already, click here to learn how to receive the order.
Initialize Portable Bar Code Reader
• To initialize the portable bar code reader,
you must first go into the Setup window
under Utilities and select the Reader Port.
Initialize Portable (cont.)
• Next, from the Main Window, click File, Portable
Bar Code Reader, then Initialize Reader, and you
will be given complete step-by-step instructions
on how to initialize your bar code reader.
How To
Receive Parts
• Once the reader is
initialized, you may
begin to receive parts
by pressing the F2 key
on your portable bar
code reader. Next you
will enter the PO
number. After you do
this, press enter and the
data collection screen
will come up.
How To Receive Parts
• Enter stock number (FIC, NSN
or Vendor Part Number), and
then the number of cases, or
scan the barcode on each box.
• For catch-weight items, you
may scan the barcode, then
press the * key and enter the
exact weight. CheckMate will
add them up for a total weight.
• Press the Esc button in the
lower right hand of the bar code
reader to return to the Activity
Selection menu.
Discrepancies List
• Now that you have finished receiving you must
compare the list of items that were supposed to be
received with the list of all of the items actually
received. However, instead of comparing the
receipt and order yourself, CheckMate will
compare them and then print a discrepancies list.
• To see this discrepancies list, go to the PO Status
report which now, instead of being used as a list of
expected items, will be used as a list of those items
which are missing from the order.
Other Functions
• CheckMate’s other portable functions are
Issuing, Moving (Move To and Move From
on the portable) and Count. Click on one of
these activities for an explanation on how to
correctly perform the procedure on the
portable bar code reader.
How To Issue Parts
• Once the reader is initialized, you may begin to
issue parts by pressing the F3 key on your portable
bar code reader. Next you will enter a Work Order
number if one is available. After you do this, press
enter and the data collection screen will come up.
All of the information that you need to enter for
each part will be on this screen: part location, part
number, quantity, serial number and multiplier
(when applicable). CheckMate will prompt you to
enter each of these at the right times. For detailed
information on issuing parts, click here.
How To Move Parts
• To move a part you must do two things. First you
must complete a Move From activity. Then you
have to complete the Move To activity. Move
From and Move To are F5 and F4, respectively. In
a Move To or Move From activity, not as much
data needs to be entered as when you are doing
other more in depth activities, such as receipts,
issues, or inventories. All that needs to be entered
is the part number, location (new or old), and the
quantity of parts being moved. Move To and Move
From activities are shown separately on activity
reports.
How To Take Inventory
• To take an inventory press F6, Count, on the portable.
After you do this, press enter and the data collection
screen will come up. All of the information that you
need to enter for each part will be on this screen: part
location, part number, and quantity. When you are
ready to take inventory, scan the bar codes of the parts
that are missing and enter all the other information
CheckMate asks you to enter. After you do this,
Upload and Process the information and then see if
there are any differences between what CheckMate
shows as checked out and what you found to be
checked out.
CheckMate Inventory
• Congratulations! You have finished the training
module and are now prepared to use your
CheckMate program. If any questions should
arise, you can do one of three things: 1)Use the
online help function on your Main Window,
2)Write us an e-mail at [email protected], or
3)Call us at (425) 771-3796 or (800) 778-3782.
We are glad to answer any questions or be of
assistance whenever possible. Thank you for
choosing CheckMate as your inventory solution.