Transcript CHECKMATE DOCUMENT TRACKING for PSA

CHECKMATE
CAPITAL ASSETS
Presented by Dynamic Systems Inc. and EDP Systems Services
Contact Us: 1-800-342-3999 or [email protected]
Introduction
CheckMate Capital Asset Tracking is a
versatile program that uses cutting-edge
barcode technology and the economy and
power of the personal computer to
answer these two questions for businesses
worldwide:
1) What assets do I have?
2) Where are they located?
Checkmate Capital Assets
This slide show will step you through the
program from installation to design and
generation of reports.
You can move through the topics at any time by
using the arrows on the upper right of the slide.
CONTENTS
TAKE THE
TOUR!!!
• Start from the beginning and take the full tour, or
jump to a certain section via the buttons below.
1 SETTING UP
5
ADD YOUR
LOCATIONS
9
RUN A
QUERY
2
ADD YOUR
ASSETS
6
PRINT
BAR CODES
10
CHECKMATE
UTILITIES
3
ADD
GLOSSARIES
7 RUN REPORTS
11
GET
ONLINE HELP
4
ADD
PHRASES
CREATE YOUR
OWN QUERIES
12
CONTACT
DSI REPS
8
HINT: YOU CAN
JUMP TO ANY
SCREEN IN THE
PRESENTATION IF
YOU KNOW THE
SCREEN #. JUST
PRESS THE
SCREEN NUMBER
THEN PRESS
ENTER AND YOU
WILL AUTOMATICALLY GO
TO THAT SCREEN
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 subsequent screen.
How to Use CheckMate Capital
Assets
• After installing CheckMate on your
computer, open the program. After typing 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
program options. To set the program options, click
Utilities, and then Setup.
Setup Window
Program Defaults
In the Setup Window you will set your
Program DefaultsCompany Name
Backup Interval
Building and Room Lengths
Keep History Checkbox
Portable Bar Code Reader/Printer Ports
Now you are ready to get started adding assets.
Program Settings
• Company Name- type
the name of your
company here; it will
show up on reports and
the Main Window.
• Backup Interval- the
number of days
between CheckMate’s
warnings to backup
your system.
• Building/Room LengthsThe number of digits
you want in the building
and room location codes.
• History Checkboxkeep this box checked
if you want your
assets’ history to be
kept for reports.
Getting Started…Adding Assets
• To start using CheckMate, the first action that must be
taken is to add all of the company’s assets to the
program. This is can be done by hand, but it is done
most efficiently using the portable bar code reader.
• In the next few sections, you will learn about three
types of identifiers, Glossaries, Phrases, and Locations.
When you have added these, you will print bar codes
for each of them, then start scanning these with your bar
code reader to make assets.
• After your assets are added you will learn to utilize all
of CheckMate’s functions including running specialized
reports on your assets, creating your own queries,
running those queries, and using CheckMate’s utilities,
Adding Glossaries
• A glossary is a collection of asset descriptions,
identified by glossary code. Using the portable, a
description can be attached to an asset by scanning
the asset tag and scanning a glossary code.
Glossary Maintenance Window
Glossary Data Entry
To add a new Glossary, first hit the add button
.
Fill in the necessary information for each Glossary,
including Glossary # and Description. All other
data is optional and can be added at a later time, or
not at all. Each field on the glossary form
corresponds to a field in the asset maintenance
form; when you scan a glossary for a certain part,
the data stored in that glossary code will
automatically be added into the new parts’ data
fields when that part is entered into CheckMate’s
database via the portable bar code reader.
Add Phrases
Phrases are descriptive items, such as “Black” or
“Wooden” or “Viewsonic”.
Add Phrases (CONT.)
• To add a new Phrase,
first give the phrase a
title, then a three-digit
group number.
• Add the phrase in the
“phrase” box and
press Add or Enter.
DESK
131
WOODEN
STEEL
• At any time you may
Add, Renumber,
Delete, Clone, or
Search for phrases.
Add Locations
• Use the Maintenance|Location window to enter
location codes and pseudonyms for locations.
Add Locations (CONT.)
To add a location, enter first a building code, then a
room code, and then a location name. Click Add to enter
the new location into the list.
How to Print Capital Asset Bar Codes
• After you have added your Locations, Glossaries and
Phrases, print bar codes for each of these. You will use
the bar codes with the portable to capture information
about your assets.
How to Print Asset Bar Codes
(CONT.)
• In the preview box, specify the range of Assets,
Glossaries, Locations or Phrases that you want to
print. You can hit preview to have a quick look over
what is to be printed.
Print Preview
Portable
Using a combination of
user-specified
Locations, Glossaries
and Phrases, the
portable enables you to
perform a quick,
accurate and
comprehensive initial
population of your
CheckMate database.
Refer to user manual
for more instructions on
populating your
CheckMate database.
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 to the right for a preview of
a sample report, or click outside the
Report Menu to continue on to the
next section.
Standard Reports Available
There are 15 reports that come standard with
Checkmate Asset Tracking including…
•
•
•
•
•
•
•
History Report
Asset List
Serial Number List
Current Location Report
Cost By Location
Cost By Responsible Party
And more…
Sample Report
COST BY LOCATION
How to Create a Query
• From the Main Window, click on the Query
heading, then Create Query.
Create Query
Query Data Selection
• 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. The 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.
Show Query Data
• When you want to see the results of your query, click
the Show button. Click Output to save the query.
How to Run a Query
• To run a query from the Main Window, click
Query, then Recall.
Run Query (CONT.)
• Locate the drive the query is saved in, then
find the file name and click OK.
Run a Query
Now you can view the data which you specified on a
previous query.
CheckMate Utilities
• Click on a utility button for detailed instructions on
using that utility.
Backup
f
Reindex
Cleanup
Transfer
Purge
Move
Next Slide
Contents
Screen
Password
Backup CheckMate Data
• To make a backup of CheckMate data, first
lock the system, click Utilities then Backup.
Backup CheckMate Data (CONT.)
• Choose a drive and file name and click OK.
Backup CheckMate Data (CONT.)
• CheckMate will ask you to confirm your drive and
file name selection. You are also given the option
to Cleanup. The default setting is to Cleanup after
every backup. Click OK when you have chosen.
Backup CheckMate Data (CONT.)
• CheckMate will tell you that the backup and
cleanup were successful. Click OK.
Reindexing Asset Records
• To reindex your Asset Records means to rebuild
your index files.
INDEX
The index files control the
INDEX
sequencing of your data. For
instance…
INDEX
FANAWAY, P.
APSEM, I.
APSEM, I.
CURDEUS, B.
CURDEUS, B.
FANAWAY, P.
INDEX
These records
aren’t in correct
order, but after
you reindex,
they are.
Reindexing Asset Records (CONT.)
• If a power outage or other failure occurs
while you are using CheckMate,
YOU WILL WANT TO REINDEX.
Reindex Asset 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 added or
deleted records while using CheckMate.
Reindex Asset Records (CONT.)
• Reopen Utilities and click on Reindex. Click “yes”
on the box below. CheckMate will automatically
reindex all of the Asset Records. Click OK.
Cleaning Up Asset Records
• Cleanup removes from the database asset
records that have been deleted by the user. To
gain more free space for your data files, the
Cleanup option can be used. Remember,
always reindex before doing a Cleanup.
cleanup
=
free space
Cleanup Asset Records
• You can Cleanup Asset Records by entering
Utilities, locking the system (if it isn’t
already), and then clicking on Cleanup.
Cleanup Asset 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.
How to Purge Assets
• To purge assets, from the Main Window, click on
Utilities and then Purge.
How to Purge Assets
• Next CheckMate will ask you to enter a location.
Be careful! All of the assets at this location will be
permanently erased from CheckMate’s database.
How to Purge Assets
• Because you cannot take back a purge that has
already taken place, CheckMate will ask you to
confirm your choice to purge these assets.
How to Purge Assets
• Once the assets have been deleted, CheckMate will
tell you the number of assets that were deleted and the
location at which they were deleted.
How to Move Asset Records
• To move assets, from the Main Window click
Utilities and then Move. Choose whether you want
to move by Current, Future or Arbitrary Location.
How to Move Asset Records
• In this example we will move by current location.
The future location field must be filled in on the
part form for the move to take place.
How to Move Asset Records
• After you click OK, CheckMate will move the part.
Then it will tell you the move is complete, along
with the location the part was moved from.
How to Transfer Responsibility
• To transfer responsibility for an asset from one
person to another, go to Utilities, then Transfer.
How to Transfer
Responsibility (CONT.)
• Enter the name of the transferor and then the name
of the transferee. Click OK when you are ready to
transfer asset responsibility.
How to Transfer
Responsibility (CONT.)
• CheckMate will ask you to confirm your choice to
transfer asset responsibility.
How to Transfer
Responsibility (CONT.)
• CheckMate will tell you when the transfer is
complete and how many assets were transferred.
How to Change Passwords
• To add/delete/edit a password, from the Main
Window click Utilities then Password.
How to Change Passwords
• Enter your supervisor password now, as only
supervisors may change password information.
How to Change Passwords
• Choose the password level (Supervisor, User, or
View Only) and the Activity (Add, Delete, or Edit).
How to Change Passwords
• Enter the password in the Password text box. Below
we are adding a new User password.
How to Change Passwords
• Re-type the password for verification. CheckMate
will tell you if the password is valid.
How to Change Passwords
• Once the password is deemed valid, type in the new
user name and then click OK.
How to Change Passwords
• CheckMate will tell you that the password addition
was successful and who the password was added for.
If you need help…
• All CheckMate programs come with an
online Help
file toI make sure that our
Oh, gosh!
understand!
customers
are never left in the dark.
It’s definitely
14th century
gothic
writing, but
what does this
all…mean?
Thanks,
CheckMate!
I don’t get it.
What?
I don’t
get it.
What?
CheckMate Help
• Our extensive context
sensitive Help can
answer many questions
you may have about the
program. Help is divided
into three sections:
• 1)Overview;
• 2)How To; and
• 3)Reference.
• Each section presents a
different view of
CheckMate.
Checkmate Capital Assets
For further information or a quotation
please contact Dynamic Systems Inc.
1-800-342-3999
[email protected]
Checkmate Capital Assets
Copyright 2002
EDP Systems Services, Inc.