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RedBeam Asset Tracking™ User Manual

1. RedBeam Asset Tracking Oj x Exit Help Master Data J Asset Di a Inventory Reporting Sync Handheld Admin Hain Data Purchasing User Fields TM aintenance Attachments Description Laptop Compter Building Buildin st Kew Room fam 140 New Serial ezza Mk s00 Manufacturer Tech Manutacturer m New Status Good O Ne Department Information Technology Kew Custodian Smith John New ooo Imo Hotes Inactive M Auto Increment Numeric Asset ID i e mlo APH X gt gt e wR SS Find First Prev Copy New Edit Del Undo Next Last Barcode Refresh AssetlD Description Building Room SerialNumber De Laptop Computer Buildirig 7 1 101 8d 729e793F D 5000 Tech Manufacturer Tech Vendor Inte i Building 1 1 101 SS08GFSR4E 1200 Tech Manufacturer Tech Vendor Hu 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 29 Purchasing To enter modify or view the purchasing data for an asset click on the Purchasing tab Under the purchasing tab enter the purchasing information about each of your assets including the vendor P O acquisition date cost recovery period in years scrap value account and depreciation class The data on this screen will be used to calculate the depreciated value of each asset Detailed information abou
2. I Auto Increment Numeric Asset ID F Ke lt mla X gt gt A one m 2 Find First Prev Copy Mew Edit Del Undo Next Last Barcode Refresh ssetlD Description Building Room SerialNumber De Laptop Computer Building 1 1 101 47292793K D 5000 Tech Manufacturer Tech Vendor Infi Printer Building 1 1 101 SS08GFSR4E 861200 Tech Manufacturer Tech Vendor Hu 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 32 To enter a maintenance record click on the Maintenance button Click on the Add New button and type in the data entry fields When finished click Update x Asset ID Log Date 2005 01 20 20 43 00 Upgrade operating system Add New Update Cancel Date Time Log Test 2005 01 20 20 45 00 Antevirus software updated Clicking the printer icon prints a copy of the log 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 33 Attachments To attach a document or an image click on the Attachments tab Under the Attachments tab attach a document by clicking on the Attach button The Choose a File to Store window will open Browse and click on the file you would like to attach When finished click Open The Attach Document window will open displaying the file name a
3. gt Fields to Update screen on the PC Scroll up and down to view all of the fields The current record number and the total number of records for this search are displayed at the bottom of the screen Scroll up or down or click in the scroll bar to move through the records Click on a record to display its detail Click on the Main Data tab to view the main asset data Click on the Back button to return to the Display Asset Screen Display Assets ar qf 5 41 7893 Smith John 1 19 2005 1 19 2006 Tech Manufacturer Information Technology Laptop Computer TEST we Printer 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 85 Unfound Assets The Unfound Assets function allows you to view assets in the inventory that have not been found on the scanner The user may define the scope of the search by choosing one of the following radio buttons e All displays all assets in the inventory e Bldg displays all assets in the chosen building e Room displays all assets in the chosen room Once selected enter a value and click the Display button The Unfound Assets Main Data screen will display The Inv Menu button will take you back to the Inventory Menu Unfound Assets qo f 5 32 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software lic
4. Customer Reseller Actvaton Support M Senal Number Activation Please enter the serial number found on the software CD jacket and click the Get Activation Key This will transmit your registration to Redbeam via the internet If you do not have internet connectivity or would like to buy more licenses please call 877 373 0390 Re EC eee 1D 73380 2DF BSE 7 1 Nem ae F4 13 47 23 43 72 82 80 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 69 Under the Support tab enter your support contract serial number and click Activate If you have internet connectivity the Activation Key will automatically be populated by the system If you do not have internet connectivity please call 877 373 0390 and provide one of our support specialists the PC Unique ID displayed on the screen and your support contract serial number They will then verbally provide the activation key for your machine You may enter multiple support contracts to extend support for multiple years Repstranee lt d T amp o l Customer Reseller Activation Support To purchase support please contact your reseller or call 984 555 2038 alee i eld Soak ioral ely FAIR rl About The About menu shows information regarding the RedBeam Asset Tracking including the version number a RedBeam Asset Tracking Version 5
5. Rooms Elf Company Name re E a_i Cit Anytown e i TER State GA ip Code 12345 E Phone fi 73456 7890 User Fields Fax fi 73456 7891 Fiscal Year End December ll Edit Function Bar On most system screens you will find a function bar that looks like this 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 13 Ge ie lt lt BB cat Sa X gt gt mal Find First Prev Copy Mew Edit Del Undo Next Last Barcode Refresh The buttons perform the following functions Ez Find Search for a specific record K First Scroll to the first record 4 Prev Scroll to the previous record D New Create a new record E Edit Edit an existing record Copy Create a new record by copying existing record a Del Delete a record x Undo Undo the changes made to a record gt gt Next Scroll to the next record A Last Scroll to the last record A Update Update Commit record entries to the database Barcode Print a barcode label SS Asset Log View history of changes to a record Refresh Update the application with the most recent data entered 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Maste
6. The database file RBAT_Data mdf may be found on the installation CD in the directory Utilities RBAT_Data mdf Copy the file to a directory of your choice on the machine hosting SQL Server Once in the directory right click on the RBAT_Data mdf file and select Properties Make sure that the Read Only flag is unchecked When done use Enterprise Manager for SQL 2000 or SQL Server Management Studio for SQL 2005 to attach the database no log file is necessary See SQL Server s on line documentation for help attaching the file Once the file is attached check the Use an SQL Server not installed by this application check box at the bottom of the screen RedBeam Asset Tracking Exit Help Master Data Asset Data Inventory Reporting sync Handheld J Admin 5 x Network To network this machine to another SQL Server Label Setup Enter a server name or IP address SQL Server Instance Back Up PO Import Data Or Search for Available Servers User ID sa Purge Databaze and select one from the list Password Security Current Server 127 OO TSABAT Current User 2d indows Firewall Ports Open local windows firewall ports for SQL communication with client machines Ports wall only m be opened for the local network subnet If you have not already done so click Search for Available Servers Choose the server from the list box or type the server name or IP address of the server Enter the user ID and password th
7. click on the Purchasing button Purchasing includes manufacturers vendors accounts and depreciation classes Manufacturers To set up manufacturers click on the Manufacturers tab A manufacturer is the company or organization that originally produced the asset To create a new manufacturer click the New button and enter the information When finished click the Add button To edit an existing manufacturer click the Edit button and update the information When finished click the Update button To delete a manufacturer click on the Delete button and confirm the deletion when prompted The manufacturer will be erased from any related records You can view all of the manufacturers by scrolling through the list on the bottom panel RedBeam Asset Tracking a fm x Exit Help Master Data Asset Data Inventory Reporting Sync Handheld Admin Organization Departments Manufacturer Tech Manufacturer street 500 Street St City Anytown Stale GA z Purchasing Zip fi 745 County USA Status Contact Info erea First Hame Grahm Last Name Justin Title Manager Phone 23456 7837 F 1234567896 0 el K lt lt ee eX dd A oa E Find First Prev Copy New Edit Del Undo Next Last Refresh Manufacturer Stet ity State Zip E Tech Manufacturer 500 Street St Anytown GA 12345 Manufacturers Vendors Accounting Dep Classes 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Co
8. 2 10 redbeam Copyright 004 2008 H edb eam INE mmm f Lo rd l Lip op Tp LLL 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 70 Section 3 Using the Mobile Computers If you are using the Mobile Edition of the software the mobile computer portion of RedBeam Inventory Tracking is loaded during the initial sync with the handheld which is described under the Sync Handheld section of this manual Once the installation is finished re sync to complete the upload of master data To begin using the application on the scanner remove it from the cradle and turn it on Access the program on the scanner by going to Start gt Programs gt Asset Tracking Login If user security is active you will be presented with the Login screen Select your user ID and enter your password and click Login User ID John Smith RedBeam Asset Tracking Version 5 0 0 Copyright 20 2005 RedBeam Inc e Note The system date will be stamped on each record when it is scanned The date is normally updated during your sync with the PC To check or change the date go to the Start menu the Windows icon at the top left of the screen and choose the Settings option Clock settings will be either under the Regional Settings or under the System gt Clock function To get back the RedBeam Asset Tracking Pro
9. Asset Data Inventory Reporting sync Handheld J Admin Assets Tabl 7 Assate l Label Setup Master Tables Back U erate Statuses Purge Databas 4 Accounts Asset Types D x Security Manufacturers Vendors w Classes w Custodians w Rooms w Buildings aa ae ae 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 64 Security To access the security functions click on the Security button on the left side of the menu User security is not automatically active in the system By default it is disabled To enable user security click the Enable Security for the Application check box The user ID and password that was created when the software was installed is the administrative user and password User To create additional users for the system click the User tab Click the New button and enter the user ID first name last name password phone and email You can give this user the ability to update user security for other users by clicking on the User Security and Database Restore Access check box You must also assign a user a role The system default is Administrator You may set up other roles under the Roles tab When finished click the Update button To edit a user click the Edit button and update the record When finished click Update To delete a user click on the Delete bu
10. Balance 2 000 00 1 200 00 720 00 540 00 540 00 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 93 Sum of Year s Digits Sum of year s digits calculates depreciation by first counting the recovery period in years back to one and adding the numbers together Example For an asset with a five year recovery period the sum of year s digits is 15 5 Year Recover Period 5 4 34 2 1 15 The depreciation for a given year is calculated by dividing the year by the sum of year s digits and multiplying by the cost of the asset minus its scrap value Depreciation in year 5 5 15 or 33 333 x 5 500 Cost 500 Scrap Value 1 666 67 Depreciation in year 4 4 15 or 26 667 x 5 500 Cost 500 Scrap Value 1 333 33 Depreciation in year 3 3 15 or 20 x 5 500 Cost 500 Scrap Value 1 000 00 Depreciation in year 2 2 15 or 13 333 x 5 500 Cost 500 Scrap Value 666 67 Depreciation in year 1 1 15 or 6 667 x 5 500 Cost 500 Scrap Value 333 33 Depreciation Method Year2 Year 1 666 67 333 33 Sum of Year s Digits 1 666 67 1 333 33 1 000 00 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 94 Depreciation Method Summary The following is a summary of each
11. Data imports asset and master data into the database Purge Database purges the database of asset and master data records Security allows creation of users and roles that limit access in the system gt RedBeam Asset Tracking 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 54 Network If you are using a multi user version of the software and would like to network PCs together click on the Network tab The network function allows you to network your system by pointing the application on your desktop to a database on another PC or server If you have not already installed the software on the PC or server that will house the central database referred to as server in the rest of this section please do so before continuing Open the application on the server You will be asked Will the data be stored on this machine Click Yes This will create an instance of the Express version of Microsoft s SQL database that comes with and is used by this software You do not need a full version of Microsoft SQL to use this software Once this is done go back to the PC that you would like to network to this server database On the PC that you want to network enter the server where your data is stored Do this by clicking the Search for Available Servers button When clicked the system will l
12. Find First Prev Copy New Edit Del Undo Nest Last ClassName DeefaulltClass DepMethod 1 E Standard Annually Straight Line 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 25 Status To set up asset status information click on the Status button A status is used to indicate the condition or state of the asset For example a status could be Good Fair Poor Surplus Out for Repairs or Sold To create a new status click the New button and enter the information When finished click the Add button To edit an existing status click the Edit button and update the information When finished click the Update button To delete a status click on the Delete button and confirm the deletion when prompted The status will be erased from any related records You can view all of the statuses by scrolling through the list on the bottom panel RedBeam Asset Tracking i x Exit Help Master Data Asset Data Inventory Reporting sync Handheld Admin Status Fair AEA Find First Prev Copp New Edit Del Undo Mest Last Refresh eS sci User Fields a 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 26 User Fields To create user defined
13. Form RB L480 1 f Starting Aow f Starting Column Barcode Size 00 H 100 W Select Font Select the font for the label by clicking on the Select Font button Change the height H and width W of the barcode by selecting from the dropdowns under Barcode Size section When finished click printer icon You will preview the label sheet before printing On the preview sheet click the printer icon to print RedBeam Asset Tracking Exit x amp fo aj LEKE 1 ofi Preview This isthe first line This isthe second line ANOOO1 This is the first line This is the second line ANOOOS 2004 2008 RedBeam Inc gt gt m df This is the first line This is the second line ANOOO2 This is the first line This is the second line ANOOOG This is the first line This is the second line ANOOO3 This is the first line This is the second line ANOOO All rights reserved Contents subject to software license agreement Contact us at www redbeam com This is the first line This is the second line ANOOO4 This is the first line This is the second line ANOOOS Revised September 24 2008 Version 5 3 0 Page 51 Sync Handheld The Sync Handheld tab is where you sync the data between the PC and the scanner This feature is only available in the Mobile Edition of the software To sync place the scanner in the cradle and wait for Microsoft ActiveSync to connect Then cl
14. Main Data tab to view the main asset data Click on the Back button to return to the Unfound Asset Screen Display Assets ar qf 541 7893 Smith John 1 19 2005 1 19 2006 Tech Manufacturer Information Technology Laptop Computer TEST we Printer 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 88 Resetting the Scanner Performing a Soft Reset A soft reset restarts the terminal and saves all stored records and entries Caution Files that remain open during a soft reset may not be retained DO NOT perform a soft reset if the terminal is suspended First press the power button to wake the terminal if the terminal does not turn on then perform a soft reset To perform a soft reset please consult your scanner user manual Performing a Hard Reset A hard reset also restarts the scanner but erases all stored records and entries Therefore never perform a cold boot unless a warm boot does not solve the problem To perform a hard reset please consult your scanner user manual 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 89 Appendix A Depreciation Periods and Methods Depreciation Periods The depreciation period determines when the asset is depreciated There are tw
15. OE AA OAA RG 48 Label Fn anaa e a a On EE ee eee 49 Syne Handheld esisin a E 52 Fields toL DAAE iir E T A 53 Admis E eae ce 54 IN CEW OV M6 ensaia E acta AE osc tal ete eS esc eel 55 TUTE S CUD ites Sars ees ean eects AAT A sateen Sena tees Ace A T E st 59 Dac KUD POR Ree Rea Te E ea PEE ON A CRE TO Ui eee On aS er ORE SOC ene ne 60 BUDO OVE Dala anaa a paces tase aeiies tenant ose a 61 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 2 PUT e Database serenana ction etn aiesweris aaah oa A 64 SECUTUS oars sect ceche se aciys tas sa spcrs cae ie aves wince eau oa isctan ec oe eee eis acrs ate asec ea eee 65 Resista Merine A E e 68 PRMD ONC oss di sata he ate an kia seas Sea as ieee Da Osta a a aaa da Ocien dade 70 Section 3 Using the Mobile Computers ssscsscssssssssssssscccccccccsssscscccccsscsssssssscccssssessseess 71 ME MN eshte arrests cess ses ga see ve sae ahead Se sae capac Ue Poe eae Some ee 71 Manr Meni cee a a a acd Sehobes 72 UP oeeeeeeea memes enrebanrs serene ar es Tener E creer tee tee aeration ere ter renee 73 Process Update Maim caa E eet Ue ee eet Ue ee 74 Process U pdate 10a eae aa 75 RAE E E AAAA AAE E AN A P EE E E E E eee 76 SCAS OIS r EA E T A E EAT A AOT AT 77 DIS PV GAY FASS CES aralin E N N 83 CTT OUTED ASSOS atau arnt alesis cto fa Saeishasasateal stab E oath aac 86 RESC
16. To enter by serial number the serial number radio button must be selected If you would like to see that asset detail after each scan check the Show Detail flag To scan the asset scan the barcode with the scanner If the scan registers and the asset is in the database the scanner will beep and take you to the Process Inventory screen If the Show Detail flag is not checked on you can simply scan the next asset To manually enter the asset enter the numbers and letters desired using the keypad Once entered click the Find button If the asset is in the database you will be taken to the Process Inventory screen If the Show Detail flag is not checked on you can simply scan the next asset To clear any field click on the Clr button to the right of the field To exit back to the main application screen click the Exit button a Inventory ir f 6 31 Jog room afo 0 fe Item Number Serial Number wpa e Show Detail a 2 3 4 s5 e 7 e 9 o eiwie R t y ulijole ajfsjefejej afk lt seeddvehd SP Fn You can scan all of the assets in one room one after the other When you go to the next room click the Clir button next to the room Then scan or select the room from the drop down and begin scanning the next set of assets 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 77 Process Invento
17. be your problem If for some reason you have another internal firewall within a secure network you will need to open two ports to allow the application to communicate SQL Server uses UDP port 1434 to establish connections from SQL Server 2000 clients This socket number is also reserved for SQL Server by Internet Assigned Number Authority TANA SQL also listens on a TCP port The default number for a default instance is 1433 the official IANA socket number for SQL Server In our case we are using a named instance of SQL Server and this port number may have been dynamically assigned when the instance was first started To determine the port that our instance of SQL Server is listening on you can use a Network Setup utility that was created by the SQL Server installation wrapped in our installation For SQL Server 2000 this can be found on the server machine at Program Files Microsoft SQL Server 80 Tools Binn S VRNETCN exe When you open the SVRNETCN application 1 On the General tab select the Instance s on this server lt name of computer gt RBAT 2 Under Enabled protocols click TCP IP and then click properties 3 The Default port will be displayed Both this TCP port and the UDP port 1434 will need to be opened within your firewall For SQL Server 2005 open the SQL Configuration Manager utility from Start Menu gt All Programs gt Miuicrosoft SQL Server 2005 1 In the left hand pane select SQL Server 20
18. depreciation method for comparison Depreciation Method Year 5 1 000 00 150 Declining Balance 1 500 00 Double Declining Balance 2 000 00 1 200 00 720 00 540 00 540 00 Sum of Year s Digits 1 666 67 1 333 33 1 000 00 666 67 333 33 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 95
19. enter modify or view information technology maintenance records and notification messages click on the T Maintenance tab Under the 7 Maintenance tab enter the device name processor memory OS operating system software service tag IP address MAC address accessories or other IT data A notification message can be entered that will display on the scanner when the asset barcode is scanned To enter a notification message click the check box that says Check If Notification Message is Needed Then enter text in the box below it To edit an existing asset click the Edit button and update the information When finished click the Update button To delete an asset click on the Delete button and confirm the deletion when prompted You can view all of the assets by scrolling through the list on the bottom panel RedBeam Asset Tracking Exit Help Master Data J Asset Boi Inventory Reporting Sync Handheld Admin Main Data Purchasing User Fields IT Maintenance Attachments IT Information Notify When Scanning Device Mame Computer 123 Computer 123 py Check If Notification Service Tag 39273 Processor Pentium ty Message is Needed IP Address i 92 168 423 34 Memon feo Gig Type a short message that MAC Address pecsecrioe0s ae ns WindowsXP owe xP Hp Lent when the asset software Microsott Office Upgrade Antivirus Accessones KMouse Revboard Docking Station Other External Floppy Drive Maintenance
20. fields click on the User Fields button User fields allow you to add up to fifty additional fields to the system For example color or size might be considered important data These fields will display in the User Fields tab under Asset Data as soon as the field is created To create a new user field enter the field name and the type of field If the field value will be a number select the integer field type If it will be a description enter the text field type and so on If you select decimal as the type of field enter the number of decimals desired between 0 and 6 If you select text as the type of field enter the number of characters desired between 1 and 50 Then click the Add button To delete user fields select a field by clicking on it and click the Delete Selected button The user field will be erased from any related records RedBeam Asset Tracking 0 Es Exit Help Master Data Asset Data Inventory Reporting Sync Handheld Admin Organization Field Hame Field Type Departments Custodians Color Asset Types Inspected Checkbox Purchasing Status User Frelds Delete Selected 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 27 Asset Data The Asset Data tab is where all of the asset information is entered As indicated by the sub tabs listed along the top of the data e
21. number by scanning it Scanning will erase anything previously entered in the serial number field You can also click in the Serial field and enter the serial number manually using the keypad When finished editing click the OK button You can update the building by choosing from the drop down menu You can update the room by choosing from the drop down menu Clicking the Cancel button does not save the asset and takes you back to the main Update screen Clicking the Save button saves the changes you made to the asset record Process Update Er 6 37 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 74 Process Update Info The Process Update Info 1 Info 2 and Info 3 screens display the fields that were selected under the Sync Handheld gt Fields to Update screen on the PC Click in body of the field you would like to update A keypad or drop down will pop up When finished editing click the OK button Clicking the Cancel button does not save the asset and takes you back to the main menu Clicking the Save button saves the asset as found updates any changed information and takes you back to the main menu 2004 2008 RedBeam Inc Process Update ar 5 43 Custodian Smith John Status roO assettype Computers Wmty 7893 Wen fos mea e John Smith All rights reserved
22. radio button above and click Close Inventory This will update your asset database Note Inventories cannot be reopened once closed nwi E November 2006 1176 2006 9 39 00 4M 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 35 Manage Create Inventory Periodically you will want to take a physical inventory of your assets using your scanner To create an inventory go to the Manage screen and click the New button Enter an Inventory ID and click Update If you are using the Standard Edition of this software please print Scan Sheets and use them to take your inventory Then scan or enter your assets using the Asset Count function If you are using the Mobile Edition of this software sync with your handheld using the Sync Scanner tab Then use the Inventory feature on the handheld s main menu to scan your assets Please review the Using the Mobile Computers section of this manual for a complete overview of the handheld functions When finished scanning sync again with the PC F RedBeam Asset Tracking OO x Exit Help Master Data Asset Data Inventory Reporting Sync Handheld Admin Manage Inventory ID November 2006 EL Company Name EL Building 1 i C 1 101 E Building 2 Gl K oa E Xj aly Update Find First Prev New Edit Del Undo Next Last a Inventory O Creat
23. the Current Room ID field w RedBeam Asset Tracking E E l8 x Exit x ezp a n a 1 gt gt om oh Preview 1 20 2005 Asset Scan Sheets Sane ar Inventory January 2005 Description Asset ID Serial Number Previous Room ID HUN uncial WUT ca H 1000 8472927Z93K 1 101 WL m ATLL CO O 1001 9308GF384K 2 101 When you are done taking you count use the Asset Count function on the PC to enter your data 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 38 The Asset Count function allows you to scan or type in the data collected during your inventory With your completed count sheets in front of you follow the steps indicated on the screen Step 1 Enter the Room ID of the first found asset on your list by scanning if the asset was found in the room indicated by the Previous Room ID barcode by typing or by selecting from the tree Structure Step 2 Choose to enter your asset by Asset ID or by Serial Number by selecting the appropriate radio button You will likely almost always use Asset ID Step 3 Enter assets by scanning count sheet barcodes or by typing the asset ID and clicking Look Up As you scan or enter found items they will be listed in the grid at the bottom of the screen If you make a mistake you can click the Undo button to reverse the entry RedBeam Asset Tracking O x
24. this software You do not need a full version of Microsoft SQL to use this software RedBeam Inventory Track User Information UserID f Password Change Password Mew Passuvord Verify Password p Cancel You will be given a default user ID and password Please enter a new password Enter it a second time for verification IMPORTANT Please write down or remember both your default user ID and your new password and Keep them in a safe place You will need this information to network your other PCs to this database Once this is done go back to the first PC that you would like to network to this server When you open the application you will be asked Will the data be stored on this machine Click No You will be asked to enter the user ID and password for the server This is the user ID and password you wrote down or remembered from the server installation Enter the information in the User Information tab User Information User ID sa Password ie Change Password Cancel Next click the Server tab 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 7 User Information Enter a Server name or IP address Or Search for 4vailable Servers and select one from the list ADMIN PC Use an SQL Server not installed by this application Cancel
25. to import fou can save and open the source file as many times as necessary to enter all of the data Step 5 When data entry into the source file is complete click the Choose Source File button select the source file and click Open Create Excel Source File from Template Choose Source File 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 61 Review the data you are about to import by scrolling through the preview table When satisfied with the results click Proceed You will have an opportunity to review the import on the next screen before committing the changes to the database RedBeam Asset Tracking IOl Exit Help Master Data AssetData Inventory Reporting Sync Handheld aroni Network Backup Please review the data you are about to import by scrolling through the table below When satished with the results click Proceed fou will have an opportunity to review the import on the next screen Import Data before commiting the changes to the database Mote During the import the system will reject duplicate records or records that do not have data in Purge Database Description Se Max Size 20 Type Alphanumer Max Size 70 Type Alphanumer Max Size 15 Type Alphanumer Me 1009 Office Desk 1010 Copier S 2 101 Security gt Proceed Review the information in the
26. x rsi m November 2006 1176 2006 9 39 00 AM 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 41 Manage Delete Inventory To delete a historical inventory go to the Manage function Select the inventory you want to delete from the grid and click Delete Once deleted an inventory cannot be recovered i RedBeam Asset Tracking Ext Help ember 200E Close Inventory ane Save Historie Info vee Closing M ELl Company Name IF Bulan Ei November 2006 You are about ta delete Inventory Nowember 2006 Do you want to continuer TER 9 39 00 AM 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 42 Reporting To access the reporting features of the system click on the Reporting tab Report categories include Master Data a list of all of the master data entered under the master data tab of the system Asset Data a list of assets including depreciated values warranty and lease information Inventory detailed asset information on both current and historical inventories Label Printing label printing functions Click on the button on the left side of the menu to select the desired report category 5 x P RedBeam Asset Tracking Exit Help M
27. 05 Network Configuration and then select Protocols for RBAT 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 57 2 In the right hand pane right click TCP IP and then click Properties 3 For IP Addresses read the TCP Dynamic Ports value Both the Dynamic Ports value and the UDP port 1434 will need to be opened within your firewall 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 58 Label Setup Label Setup allows you to create new label types that are added to the drop down list of available label types under Reporting gt Label Printing The system comes with many standard label sizes which are listed in the grid at the bottom of the screen If you see the size you want select it click Edit and uncheck the Inactive check box To create a new label type click New Enter the name you would like to give the label type the brand of the label and the label or form number if applicable Select the print orientation and the media type Enter the dimensions and other characteristics of the label A preview of the label will display on the top right side of the screen Red indicator lines will help you to understand which dimension you are changing When fini
28. 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 60 Import Data To import data into the system click on the Import Data button on the left side of the menu Data is imported into the system using Microsoft Excel spreadsheet templates To download a template select the table desired under the Choose Table section by clicking on it Then click the Create Excel Source File from Template button Select the folder you want to save the file Name the file and click Save When the source file opens enter the data you want to import You can save and open the source file as many times as necessary to enter all of the data When data entry into the source file is complete click the Choose Source File button select the source file and click Open RedBeam Asset Tracking Exit Help Master Data Asset Data Inventory Reporting Sync Handheld J Admin 5 x Network Choose Table Label Setup Buildings Back Up Rooms Import Data Departments Purge Database Statuses Security Accounting Asset Types Manubacturers Vendors Custodians Assets Step 1 Select the table to be imported by clicking on the appropriate table button Step Click the Create Excel Source File from Template Button Step 3 Select the folder where you want to save the source file name the file and click Save Step 4 When the source file opens enter the data you want
29. 4 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 16 Buildings To set up your buildings click on the Buildings tab A company can have any number of buildings To create a new building click on the New button and enter the information When finished click the Add button To edit an existing building click on the Edit button and update the information When finished click the Update button To delete a building first be sure to move or delete all rooms and assets assigned to the building Then click on the Delete button and confirm the deletion when prompted You can view all of the buildings by scrolling through the list on the bottom panel RedBeam Asset Tracking Exit Help Master Data Asset Data Inventory Reporting Sync Handheld Admin EET Select a Location El Company Name T Co E Building 1 a an 22 Building 2 Street 123 Street St Cit fantom S seit an state GA zip Code 12245 El Phone fi 273 456 7890 Fax fi 23 456 78 User Fields Fel K mlS X A paste M Company Buildings Rooms Find First Prev Copy New Edit Del Undo Next Last Description Street O Building 1 123 Street St 125 Street St 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 17 Rooms To set up r
30. 555 2038 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 12 Menu Overview When the application is launched there will be several tabs along the top of the screen that indicate the main system functions These include Master Data enter basic data used by the rest of the system Asset Data enter asset data including main data purchasing user fields IT maintenance and attachments Inventory take a physical inventory of assets Reporting generate asset inventory depreciation warranty and lease reports and print barcodes Sync Handheld sync the mobile computer with PC database Mobile Edition only Admin network back up data import data purge and implement user security Each time the application is opened it will default to the Master Data tab and the Company screen depicted below You can move between each of the main system functions by clicking on the desired tab Under each of the main function tabs you will notice sub functions buttons either along the left hand menu or listed horizontally in smaller tabs along the middle of the screen To access the sub function click on the button and or the tab that describes it RedBeam Asset Tracking Exit Help Master Data Asset Data Inventory Reporting Sync Handheld Admin _Organization_ select 4 Location Company Buildings
31. A 7 redbeam RedBeam Asset Tracking User Manual 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 1 Table of Contents Pale OF Omte nes ani n tae esac tccesvent cone veossacereussanueasssucavasceastecccuusesscunevansdaceneuscuucusuouscets 2 OWE VIC Wa eioen esee EE EE AA 4 PGP CTC GUUS TUS cor Foes ec a ca as ee dae aan 4 Mobile Computer Prerequisites cccccccccccccccccccceeseseccceeeeaaeeseeeccceeeeaaaeeeeeceeessaaaaseeees 4 ECHO Le Tins aA OM esee aeae EEOAE SEEE ees 5 Installing the PC Software c c5 weoed secdie awed necathuaweaatousatcer doses Niatce ive isassestax car daasiasieteetots 5 Limited Access Windows Logins cccccccccccccccccceceee tee e eee eeeeeseseeeeeeeeeeeeeeeeeaaaaaaaasseseeeeeeeeess 5 section 22 PC Applications csssccastsdesccecestscces den O 6 Accessins the Application a cexcscsaditeecwcecisilaiecsat Rae 6 Opening the Application for the First Tine ccccccc cess cece cece eee eeeesseeeceecceseeeeeeasaaaaaaaeeses 6 Opening the Application with User Security Activated ccccccccccccceeeeeeessseseeecceceeseeeeeeeaas 9 Opening the Application without User Security Activated cccccccccccccccccccccceceeeeeeeeaeeees 9 Y CTURY C110 See ee ae Oe OPS Re EME CEE E Leer NET Ne eee ee 10 Mem OVCEVIC Wooo a ase ae wists saa saa cet cage A e
32. Assets a listing of new assets added to the open inventory New Label a listing of assets requiring a new barcode label New Serial No a listing of assets whose serial s have changed since the inventory was created New Room a listing of assets whose location has changed since the inventory was created Manual Entry a listing of assets that have been located but manually entered not scanned Once the report type is selected choose the inventory you would like to report on from the Inventory drop down You can narrow the scope of the report by selecting one or more Filter Options Within each filter option you can choose either All or Selected records To choose specific records click Selected and put a check mark next to the desired records by clicking in the appropriate check boxes To group the data in the reports you may select the values from the drop down lists at the bottom of the screen Add additional detail to your reports by selecting from the Data to Report section RedBeam Asset Tracking Exit Help Master Data Asset Data Inventory Gh E Sene Handheld Admin i All Assets Selected Inventory Building SelectAll Unselect Label Printing ecard Room loj x eee L Laptop Computer eparmen Unlocated par C Printer Hew Assets Custodian L T able Hew Label Asset Type New Serial Mo ma New Aoom Vendor Manual Entry Account Status Data to Report Group By De
33. Beam Asset Tracking Opening the Application for the First Time When the application is launched for the first time you will be asked Will the data be stored on this machine x Will the data be stored on this machine Click No only iF the data will be stored on a different machine or SQL Server Single User Licenses If you have a single user license click Yes You will be given a default user ID and password Please enter a new password Enter it a second time for verification IMPORTANT Please write down or remember both your default user ID and your new password and keep them in a safe place You may need them again later User Information User ID sa Password a change Password Mew Password Verity Password et Cancel Multi user Licenses If you have a multi user license that you would like to have networked you will first need to install the software on the computer or server referred to as server for the rest of this section where you want the database to reside Open the application on the server You then 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 6 will be asked Will the data be stored on this machine Click Yes This will create an instance of the Express version of Microsoft s SQL database that comes with and is used by
34. Confirm screen and click Proceed During the import the system will reject duplicate records for all tables other than the asset table and will reject records that do not have data in required fields such as the ID fields This will not impact the import of valid records The asset table does allow for duplicate records to be imported This mass update feature allows users to update multiple records at a time rather than having to change each record on the Asset Data screen When importing duplicate assets it is important to note that any fields in the Excel template that are filled in will override the existing information already in the system Fields that are left blank will not override existing data 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 62 The Result screen will list the records that were added and those that failed If you are satisfied with the results that were added click Finish to commit the data to the database If you are not satisfied with the results that were added click Roll Back to remove the data from the database Ca RedBeam Asset Tracking IOl x Exit Help Master Data Asset Data Inventory Reporting sync Handheld Eat uui Import Data Purge Database f Added es Rolled Back 0 3 Failed Total Roll Back Finish Note Data will fail to be imported for a num
35. Contents subject to software license agreement Contact us at www redbeam com Revised September 24 2008 Version 5 3 0 Page 75 Inventory If the Inventory button on the Main Menu is clicked you will be taken to the Inventory screen Functions on the Inventory menu include Scan Assets Display Assets and Unfound Assets Each function is described in a subsequent section Select the inventory you want to work with from the drop down and click the desired function Clicking the Main Menu takes you back to the Main Menu Clicking the Exit button exits the program Inventory Er qf 6 30 RedBeam Asset Tracking Inventory Select Inventory October 2005 hi Display Assets Unfound Assets 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 76 Scan Assets The Scan Assets function allows you to locate assets and update asset information Enter the room you want to scan You can do so by scanning the room if it is bar coded The correct building will default If the room is not bar coded you can select the room from the drop down menu V To limit the list of rooms you can first select the building from the drop down You can locate your assets by scanning or manually entering either the item number or the serial number of the asset To enter by item number the item number radio button must be selected
36. Enter the server where your data is stored Do this by clicking the Search for Available Servers button When clicked the system will look for other RedBeam Asset Tracking databases on your network The server you just installed on should display in the box Click to select it If the server does not display you may enter the server name or IP address if known When done click OK The application will launch and you will be connected to your main server database Advanced If you are using your own full version of Microsoft SQL Server 2000 or 2005 you will need to copy and attach the database file to the SQL Server you would like to host the database The database file RBAT_Data mdf may be found on the installation CD in the directory Utilities RBAT_Data mdf Copy the file to a directory of your choice on the machine hosting SQL Server Once in the directory right click on the RBAT_Data mdf file and select Properties Make sure that the Read Only flag is unchecked When done use Enterprise Manager for SQL 2000 or SQL Server Management Studio for SQL 2005 to attach the database no log file is necessary See SQL Server s on line documentation for help attaching the file Once the file is attached check the Use a SQL Server not installed by this application check box at the bottom of the screen 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Co
37. Exit Help Master Data Asset Data i Inventory Reporting Sync Handheld Admin Asset Count Results Scan sheets Step 1 Enter the Room ID by scanning typing or selecting from the tree structure below Asset Count fi 11 Room Tree Inventory November 2006 vf ll El Building 1 tll 1 101 gt 1 10 _ EB Building 2 Step 2 Choose to enter your asset by Asset ID or by serial number Asset ID Serial Number Step 3 Enter assets by scanning count sheet barcodes or by typing and clicking Look Up Look Up Unda Serial Number Pre Laptop Computer 84 292 7795K 1 101 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 39 The Results tab will show you a list of all of your located and unlocated assets This is a quick preview of assets you have found and those that are still missing To view more detailed reports you can go to Reporting gt Inventory To use the Results function follow the steps indicated on the screen Step 1 Select the location of the results you would like to view from the tree structure Step 2 Choose to view either Located or Unlocated assets The results will be displayed in the grid at the bottom of the screen Inventory Printer Building 1 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement
38. F D 5000 Tech Manufacturer Tech Vendor Inte Printer Building 1 1 101 SS08GFSR4E 861200 Tech Manufacturer Tech Vendor Hu 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 34 Inventory The Inventory tab is where a physical inventory is created and updated with assets found during the inventory As indicated by the buttons listed along the left hand side of the screen the following functions are performed for an inventory Manage create close and delete physical inventories Scan Sheets print barcoded count sheets to use while taking an inventory Asset Count scan or enter found assets RedBeam Asset Tracking Pl Es Exit Help Master Data Asset Data Inventory Reporting Sync Handheld Admin Manage Inventory ID November 2006 Scan Sheets Save Historic Infa When lesen RedBeam Asset Tracking x Asset Count z EY our inventory is now open If you are using the Standard Edition of this software please print Scan sheets and use them to take your inventory Then scan or enter the found assets using the Asset Count function lf you are using the Mobile Edition of the software syne with your handheld Then use the Inventory feature found on the handheld s main menu to scan your assets When finished scanning sync again with the PE When all assets have been entered click the Update All Assets
39. Print For all printing you can choose to print Fixed Text above your barcode You may enter this text in the First Line and Second Line fields Uncheck the check mark to the right of the field if you do not want to print anything above the barcode A preview of the label displays to the right If you are printing From Master Data you can choose to either print Fixed Text or From Field by selecting the appropriate radio button If you print From Field the item or location description will print above the barcode rather than fixed text Above the Barcode Print Preview First Line fe Fixed Text From Field E This is the first line wr This is the second line second Line f Fived Text From Field il Lit MN _ N OOO This ts the second line a 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 50 Media Print barcodes to a standard laser printer by selecting one of the RedBeam forms from the Select Label Type drop down list or if using a barcode label printer choose the size desired If using a RedBeam form select the starting column and row where printing will begin on the sheet Change the height H and width W of the barcode by selecting from the dropdowns under Barcode Size section Select the font for the label by clicking on the Select Font button Media select Label Type RedBeam
40. UING ChE SCANNER 5csisssccdccsscdesesevdcececesasesecctecdecucusbesusetececdeassuesstscacestasesbwcstedecsdsesesvesecccaussdesesae 89 Perlormin a Soft CSCC icc satsisinse slat vnassaves dat iok osaeebic Oa tuveansideedetiheeebasay Retail eeitiae 89 Performing Hard ROS 66 25s wessss cece eatcaheds iniiai e En E ate deed AE ees 89 Appendix A Depreciation Periods and Methods sccccccccsssssssssssccccscssssssssscccsscsscesssssees 90 Depreciation Periods ecciesia A a 90 MOn NIY a a E Sy CREE ROVER ee RL See eee ne NES Bre 90 APNA A Sane SOR E oe SER CORTE ERE SISOS EEA SARE MER TEE HEREC TASTES SETS en TR RENAE Teen RRR eee 90 Depreciation Methods i306 BRA AR BAS 91 SPAO EE EE E E E E 91 T50 Dechnine Balance renha e a A dass 92 Double Declining Balance p NNA 93 SUMO YAL S DOUS n e E E A N 94 Depreciation Method Summary ccsicckcociicctnciaiss Acasa 95 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 3 Overview RedBeam Asset Tracking was designed to make the collection of asset data faster and more reliable Use the software to track computers equipment furniture vehicles and other valuable assets This document is divided into several sections which explain the functions of RedBeam Asset Tracking The Installation section explains how to install RedBeam Asset Tracking software on
41. Version 5 3 0 Contact us at www redbeam com Page 40 Manage Close Inventory When the inventory is completed go back to the Manage function to close the inventory IMPORTANT Once an inventory is closed it cannot be re opened Because of this it is very important to be sure that you do not need to enter more information from the scan sheets Standard Edition or need to download any additional information from the scanners Mobile Version A historical inventory will be saved for reporting purposes only To close an inventory select the inventory you want to close and click on the Close Inventory button RedBeam Asset Tracking Exit Help Master Data Asset Data Inventory Reporting Sync Handheld Admin Manage Inventory ID November 20DE Save Historic Infa When Cleric RedBeam Asset Tracking a X mour inventory is now open Ifyou are using the Standard Edition of this software please print Scan sheets and use them to take your Inventory Then scan or enter the found assets using the Asset Count function If you are using the Mobile Edition of the software sync with your handheld Then use the Inventory feature found on the handheld s main menu to scan your assets When finished scanning sync again with the PC When all assets have been entered click the Update All Assets radio button above and click Close Inventory This will update your asset database Mote Inventories cannot be reopened once closed 5
42. With The Handheld 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 52 Fields to Update To select the fields you would like to update on the scanner click on the Handheld Update Fields tab This is a local setting and will only impact mobile computers synced from the PC where the settings were made Users who have been using a handheld scanner prior to these changes will still be able to download the data they have collected when they sync but their handheld scanner will be updated with the new fields once the data they have collected is downloaded The description serial building and room fields are automatically included as can be seen by clicking on the Main tab on the HH Preview on the right side of the screen To add additional fields put a check mark next to the desired Source Fields and click the right arrow button to move those fields into the HH Fields column You will notice that these fields appear in the HH Preview tabs The Main tab will be filled first followed by the Info tabs If you would like to change the order in which the HH Fields are presented on the handheld scanner put a check mark next to the desired HH Field and click the up or down arrow to change its position To remove a HH Field from the handheld scanner put a check mark next to the HH Field to be removed and click the left arr
43. act us at www redbeam com Page 30 User Fields To enter modify or view user defined information for an asset click on the User Fields tab Under the User Fields tab enter information in the fields that you created in the Master Data section of the system If you have not entered the appropriate format for the field you will be prompted to fix it before being allowed to update To edit an existing asset click the Edit button and update the information When finished click the Update button To delete an asset click on the Delete button and confirm the deletion when prompted You can view all of the assets by scrolling through the list on the bottom panel RedBeam Asset Tracking Exit Help Master Data Asset Data nyse Reporting sync Handheld Admin Main Data Purchasing User Fields TM aintenance Attachments Color Silver Inspected M M Auto Increment Numeric Asset ID LH lt lt BLO aax y o aa S Find First Prev Copy New Edit Del Undo Next Last Barcode Refresh _ ssetlD Description Building Room SerialNumber De i000 Laptop Computer Building 1 101 8472927 Z93K D 50000 Tech Manufacturer Tech Vendor Infi Printer Building 1 1 101 SS08GFSR4E 861200 Tech Manufacturer Tech Vendor Hu 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 31 IT Maintenance To
44. asked to name and save the file on a directory on your computer Once the file is saved you will be asked if you would like to open the file 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 45 Master Data Reports Master data reports provide a detailed list of all of the data entered under the master data tab of the system To access the master data reports click on the Master Data button on the left side of the menu Select from the listed report types by clicking the radio button next to your selection Master data report types include Building List a list of all buildings listed in building ID order Room List a list of all rooms grouped by building ID and listed in room ID order Department List a list of all departments listed in department ID order Custodian List a list of all custodians listed in custodian ID order Asset Type List a list of all asset types listed in asset type ID order Manufacturer List a list of all manufacturers listed in manufacturer ID order Vendor List a list of all vendors listed in vendor ID order Account List a list of all accounts listed in account ID order Status List a list of all statuses listed in status ID order Once the report type is selected select the scope by clicking on the radio button next to your selection Clicking All will retur
45. asset Once selected enter a value and click the Display button The Display Assets Main Data screen will display Display Assets ar q 5 30 1 101 1 101 2 101 2 101 The nv Menu button will take you back to the Inventory Menu 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 83 Display Assets Main Data The Main Data screen displays the following asset information Description Building Room Serial Found Flag Date and Time Stamp Dest Laptop Computer TEST Display Assets qo sff 6 26 Building Building 1 Room 1 101 Serial 8472927293K Found Date Time Main Data More Info Laptop Computer TEST wo Printer The current record number and the total number of records for this search are displayed at the bottom of the screen Scroll up or down or click in the scroll bar to move through the records Click on a record to display its detail Click on the More Info tab to view more information about the asset Click on the Back button to return to the Display Asset Screen 2004 2008 RedBeam Inc All rights reserved Contents subject to software license agreement Contact us at www redbeam com Revised September 24 2008 Version 5 3 0 Page 84 Display Assets More Info The More Info screen displays all additional fields that were selected under the Sync Handheld
46. aster Data AssetData Inventory oe Syne Handheld Master Data f Asset Data Filter Options Asset Data ee Depreciation Asset All Assets Peed Inventory Enon Building Select All Unselect Ail Label Printing Leasing Room Laptop Computer Department 5 ea i Custodian Asset Type Manufacturer Vendor Account Status User Fields Data to Report Group By a ag wv Descending IY E Description 5 JG Bu any E mi Monia Bcor TOW By Asset Type T MW Purchasing W IT Export Excel Text File W User Fields 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 43 Report Generation Overview For each category of reports you will select a report type and other filtering and grouping options Printing a Report Once the report type and scope are selected click the printer icon The selected report will display To print a hardcopy of the report click the printer button on the left side of the menu bar E wil x amp a o 4 4 Ties gt H dh To export a copy of the report click the Export Report envelope icon to the right of the printer icon To display or hide the report structure to the left side of the page click the Toggle Group Tree icon to the right of the Export Report icon When this tree structure is displayed clicking on any level in the tree will d
47. at you set up for the server When finished click Update 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 56 Why isn t my server found There are several reasons why you may not see your server when clicking the Search for Available Servers button You haven t installed or opened the application on the server yet The application must be installed and initiated on the server machine before your workstation can connect to it If you have installed on the server but you haven t opened the application on the server the workstations will not be able to connect Your server is not on the same subnet as the workstation If your server is connected through a router is in a different domain is in a different workgroup etc it may not appear You must manually enter the IP address or computer name of the server to connect The computer name of the server can be found in the System application which is found in the windows Control Panel classic view of your server machine Your server is obstructed by a firewall This application is not designed for traffic through an unsecured network and should not be used in that context The application is designed to automatically open ports on the local subnet only in the Windows operating system firewall which ships with Windows XP This firewall should not
48. ation is calculated by taking the cost of an asset minus the scrap value divided by the recovery period in years Cost Scrap Value divided by Recovery Period in Years Example An asset costs 5 500 and has a scrap value of 500 and a useful life of 5 years Using the straight line depreciation formula 5 500 Cost 500 Scrap Value divided by 5 Year Recovery Period Straight line depreciation in each of the five years of the asset s life would be 1 000 per year Divide each year s depreciation by twelve months to arrive at the monthly depreciation in that year Depreciation Method Year 2 Year 1 1 000 00 1 000 00 Straight Line 1 000 00 1 000 00 1 000 00 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 91 150 Declining Balance 150 declining balance depreciation is calculated by first calculating as if using the straight line method Dividing one year s worth of depreciation by the cost of the asset minus the scrap value equals the total percentage of the asset depreciated using the straight line method in a given year Multiply this percentage times 150 to get the percentage to be used with 150 declining balance method in the first year Each subsequent year that same per
49. b enter the basic information about each of your assets including asset ID building room description serial model manufacturer department custodian status asset type and notes The date the asset was added is shown in the Added On field The date that the asset was last updated is shown in the Last Updated field To create a new asset click on the New button and enter the information If you are labeling each asset with a barcode enter the barcode ID as the asset ID You can click the Barcode button to print an asset label Printer settings will be the ones last selected in the Reporting gt Label Printing function Note If you would like the system to increase the numbers incrementally when each new record is added put a check mark in the Auto Increment Numeric Asset ID flag Be sure to enter the building and the room in which the asset is located This is mandatory When finished click the Add button To edit an existing asset click the Edit button and update the information When finished click the Update button To delete an asset click on the Delete button and confirm the deletion when prompted You can view all of the assets by scrolling through the list on the bottom panel Click on the log icon to see a complete history of changes made to the asset To make an asset inactive check the Inactive box on the bottom right side of the screen This will keep the asset in the database but will not include it in a scanner inventory
50. ber of reasons The reason for failure will be listed next to the ID of the failed record Failure normally occurs if required fields such as ID fields are left blank or if data the record to be imported depends on is incorrect such as entering an invalid room ID when importing an asset Entries too long for a given field will be truncated Entries in the wrong format like a date field or a state postal abbreviation will be set to a system default Inaccurate master data entries such as an invalid department ID will show as if no data was entered 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 63 Purge Database To access the purge database functions click on the Purge Database button on the left side of the menu Under certain circumstances you may want to purge the database of all or selected data IMPORTANT Once data is purged from the system it cannot be recovered Use this function carefully To purge data in the system and start fresh with a clean database click Select All To select specific tables please a check mark next to the desired table to be deleted Note The Asset table must first be purged before the Rooms table can be purged The Rooms table must be purged before the Buildings table can be purged When finished selecting click Purge RedBeam Asset Tracking Exit Help Master Data
51. call 877 373 0390 and provide one of our support specialists the PC Unique ID displayed on the screen and your product serial number They will then verbally provide the activation key for your machine Registration z Customer Reseller Actvation Support M Senal Number Activation Please enter the serial number found on the software CD jacket and click the Get Activation Key This will transmit your registration to Redbeam via the internet If you do not have internet connectivity or would like to buy more licenses please call 877 373 0390 PC Unique ID D7338D2DFB8E73CC Activation Key F4 13A7 2343 72 82 80 Under the Support tab enter your support contract serial number and click Activate If you have internet connectivity the Activation Key will automatically be populated by the system If you do not have internet connectivity please call 877 373 0390 and provide one of our support specialists the PC Unique ID displayed on the screen and your support contract serial number 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 11 They will then verbally provide the activation key for your machine You may enter multiple support contracts to extend support for multiple years Registration z Customer Reseller Activation Support To purchase support please contact your reseller or call 64
52. can contact RedBeam Inc at 877 373 0390 If you choose not to register the application will run in demo mode The Registration screens include four tabs including Customer Reseller Activation and Support Under the Customer tab enter information about your company including company name your name address phone and email Registration z Acivanon suppor I Mansell Road Suite 2806 State IGA Zip Code 30022 Email lf Please send me update and renewal notices via email T Under the Reseller tab enter information about the company you purchased the RedBeam system from including company name your contact s name address phone and email This information can be accessed later if you need to order additional licenses upgrades support or supplies 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 10 Registration lea Customer Reseller Activation Support Reseller Information Reseller Acme Barcode Solutions First Name Sandra 5570 Sandlewood Lane Hollywood State CA ZipCode 93823 984 555 7038 sandra johnson acmebarcode com het Under the Activation tab enter your product serial number and click Activate If you have internet connectivity the Activation Key will automatically be populated by the system If you do not have internet connectivity please
53. centage is multiplied by the remaining balance to be depreciated When the value calculated using the 150 percentage becomes lower than the value using straight line revert back to straight line Example In the straight line example the 5 500 asset with a 500 salvage value and a 5 year recovery period had a 1 000 annual depreciation This represents 20 of the assets useful value 1 000 Annual Straight Line Depreciation 5 500 Cost 500 Scrap Value 20 Multiplying 20 by the 150 required by the 150 declining balance method equals 30 The asset is depreciated by 30 or 1 500 in the first year 5 500 Cost 500 Scrap Value 30 1 500 In the second year the remaining asset value of 3 500 is multiplied by 30 for a total of 1 050 This amount is greater than the straight line amount of 3 500 divided by the remaining 4 years of 875 As long as the 150 declining balance depreciation value is higher than the straight line depreciation value the 150 declining balance value is used 5 500 Cost 500 Scrap Value 1 500 1 Year s Depreciation 30 1 050 In the third year the remaining asset value of 2 450 is multiplied by 30 for a total of 735 This amount is less than the straight line amount of 2 450 divided by the remaining 3 years of 816 67 Because the 150 declining balance depreciation value is lower than the straight line depreciation value the straight line depreciation value of 816 67 is used
54. e mobile computer portion of RedBeam Asset Tracking is loaded during the initial sync with the handheld which is described under the Sync Handheld section of this manual Limited Access Windows Logins If users with limited security rights will be using the application a user with administrative rights must give full control access to the HKEY_LOCAL_MACHINE SOFTWARE RBAT registry node for the users group just after installation occurs on the workstation To make this change Click Start and then click Run In the Open box type regedit and then click OK In regedit Find the appropriate node and right click Select Permissions Select the Users group Check the Allow box for Full Control Click Ok The admin should log in once to the client and enter the database user ID and password to create the initial connection to the server Windows Vista users will need to run the application the first time in administrative mode To do this right click the icon for the application and select Run as Administrator 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 5 Section 2 PC Application Accessing the Application To access the program on the computer double click the icon on the desktop labeled Asset Tracking or go to Start gt Programs gt RedBeam gt Asset Tracking gt Red
55. e total number of labels to be printed Single Label From Master Data Sequential Printing Barcode to Print of Labels ta Print 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 49 If you select From Master Data first choose the radio button to print either asset or room ID s Then select the printing scope by clicking the list icon under Scope to Print The total number of labels to be printed will display Single Label Sequential Printing In the Barcode Print Scope to Print Ht of Label of Labels Asset ID select IDs to Print ti to Print C Room ID I or Print All If you select Sequential Printing enter barcode value with which you would like to start and end You can enter a prefix that will be printed on all labels You can also determine the number of digits after the prefix by checking the Leading Zeros check mark and entering the total number of digits desired The number of labels to be printed will calculate automatically If you would like to increment the barcodes more than one at a time enter the increment in the Increment field If the start value was 10 and the incremental was 2 the next several labels to print would be 10 12 14 and so on Single Label From Master Data Frefis Stati End Increment Leading Zeroes W of Digits of Labels to Print Above the Barcode
56. ee 13 Master Datavision rea nesta ec alee aad Siete ace anata eit alia ys 15 Orcan CONO ee Ree eee Ce eee TON ee MOTE eer one NOT ae enone ere nO A oon Tee eee eae 16 Pp N i Garters ent Gata ses bes Souter ee ae ER 19 CUSTODIANS ako cetaceans a a a a o a eee 20 ASSE TYPES E A ae ee 21 PFu urchasin weir sare Uae UR eae Ute RE A es 22 DAUS ooi a a a a a N 26 User Fields 24a ee ee ee 2a PSS OU DIa aod a a da accu stab Doalsaiss 28 MAN TD Oasys asin ac saa te a nes anes sedestedebordsensouseoeaston anes sascsees 29 PUT CIVAS TING esse ists shasta aes a case eticwa said salad eatin case Uadeua eae salutes eck Micon EE 30 OS Or TF ela scicaeacace cease astiasasineecasohc nines ao 31 TMa enanto isis sh hciilistccrasaae Biase Sti uassh bial tlcnmscaiabicsls Siduasai aii latudaatiatsGics ls douetahsteeiasiees 32 PRTG ENIS cinta Ase stipe oes tse eh ne oe Aenea Ace eh neh A tee encase neh 6 teat 34 DN VOMG ORY a a AN 35 Manage Credle INVENI OTY ati evan E N 36 SCANN OO S oe en NN eee eee eee ee 37 PRSSOL COUNT oii sensl eho tat deat a a oh as deluge Doha ed Soh dasha Sa 38 Manage Close Inventory scsi assent oh ae el as Season each ah aa las saison 41 Manage Delete Inventory oeeie a A aaa en ane ean 42 C2 0 05 61 germ er et ere re Ce Ee Eee eee PEE ere ree ene eee eee 43 Report Generation OV C1 VIEW osna series saad eset r AA 44 Master Data KRODOTES eona a E E hae T E AE Ua aeons E 46 PUSS CO Dala Kepol oerein a N a E N 47 Inven Ory REPONS thee
57. ense agreement Version 5 3 0 Contact us at www redbeam com Page 86 Unfound Assets Main Data The Unfound Assets Main Data screen displays the following asset information Description Building Room Serial Found Flag Date and Time Stamp Dest Laptop Computer TEST Display Assets qo sff 6 26 Building Building 1 Room 1 101 Serial 8472927293K Found Date Time Main Data More Info Laptop Computer TEST wo Printer The current record number and the total number of records for this search are displayed at the bottom of the screen Scroll up or down or click in the scroll bar to move through the records Click on a record to display its detail Click on the More Info tab to view more information about the asset Click on the Back button to return to the Unfound Asset Screen 2004 2008 RedBeam Inc All rights reserved Contents subject to software license agreement Contact us at www redbeam com Revised September 24 2008 Version 5 3 0 Page 87 Unfound Assets More Info The More Info screen displays all additional fields that were selected under the Sync Handheld gt Fields to Update screen on the PC Scroll up and down to view all of the fields The current record number and the total number of records for this search are displayed at the bottom of the screen Scroll up or down or click in the scroll bar to move through the records Click on a record to display its detail Click on the
58. erver please access this application on the server From the tree structure in the Backup section select the folder that contains the RedBeam Asset Tracking database To make a backup now click the Backup Now button To schedule a backup select the Daily or Weekly radio button in the Schedule section choose the time each day or week you would like the backup to occur and click the Schedule It button This will set up the SQL backup job To restore a backup database click the ellipse button in the Restore section and select the appropriate file WARNING Restoring the database causes all current data to be replaced by the data in the backed up database If you would like to replace the data click Restore RedBeam Asset Tracking Exit Help Master Data Asset Data Inventory Reporting Sync Handheld J Admin Backup Label Setup Folder C Program Files Hedbean Asset Tracking Back Up OO ES MSSO4P Oi io ef NetMeeting Import Data l O Metwaiting Purge Database 2 2 2 Ee Norton Antivirus 7 ME OfficeUpdatet 1 ef Online Services fF Outlook Express H E Palo Alto Software H E QuickTime H E Real FS RedBeam H Asset Tracking H E Inventory Tracking gt lo x Schedule O Dally wr wiki 12 00 00 AM Schedule It Warming Restoring the database causes current data to be replaced by the data in the backed up database Restore 2004 2008 RedBeam Inc Revised September
59. ess Inventory More Info The Process Inventory Info 1 Info 2 and Info 3 screens display the fields that were selected under the Sync Handheld gt Fields to Update screen on the PC Click in body of the field you would like to update A keypad or drop down will pop up When finished editing click the OK button Clicking the Cancel button does not save the asset and takes you back to the main Scan Assets screen Clicking the Save button saves the asset as found updates any changed information and takes you back to the main Scan Assets screen Process Inventory go 2 5 26 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 79 New Asset If an item number is scanned or manually entered but the asset is not found in the database you have the option to add the item by clicking Yes on the message below This feature does not exist if a serial number that is not in the database is entered Inventory ir qf 6 35 eio eno roon aron ro e Asset Tracking E No asset found Would you like to add new asset information 2004 2008 RedBeam Inc All rights reserved Contents subject to software license agreement Contact us at www redbeam com Revised September 24 2008 Version 5 3 0 Page 80 Room Move If an item number is scanned or manually entered but the room you are logged into is not the sa
60. gram go to the Start menu and choose the Programs option Under Programs click on the Asset Tracking icon 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 71 Main Menu Functions on the main menu include Update and Inventory To get the most out of the scanner functions it is important to understand how Update and Inventory are used The Update function can be used without opening an inventory This is ideal for users who want to receive or update their asset information on a regular basis The Inventory function is only active when an Inventory is opened on the PC This is ideal for users who want to take a physical inventory or audit of their assets and produce found and unfound asset reports Depending on how you want to use the scanner click the appropriate button 4 Main Menu ir qf 5 06 RedBeam Asset Tracking Function User ID John Smith 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 72 Update If the Update button on the Main Menu is clicked you will be taken to the Update screen On the main Update screen scan or manually enter either the item number or the serial number of the asset you would like to update To enter by item number the Item Number radio butto
61. ick on the Sync With The Handheld button on the bottom of the screen The system will first detect if upgrades are needed for your mobile software and install them The program will then check to see if there are asset updates on the scanner to be downloaded to the PC The blue bars moving on the left side of the screen will indicate the download of these files If there are no files on the scanner a message will pop up to notify you of this If there are records on the scanner they will be downloaded to the PC The program will then send all of the master data on the PC to the scanner to insure that the data is up to date on the scanner The blue bars moving on the right side of the screen will indicate the upload of these files If incompatible records are synced they will be recorded under the Result tab For example if an asset is scanned on the scanner but the item is deleted from the PC database before syncing an error will be generated RedBeam Asset Tracking ojx Exit Help Master Osta Asset Data Inventory Reporting eo 8 oye ss Admin Sync Handheld Result Fields to Update Vertving presence of handheld Installing handheld application SS EES Data Sun Preparing transaction download files on the handheld Preparing data upload files on the PC E Downloading the transaction files to the PC Uploading the data files to the handheld FY Saving the downloaded transactions Updating the handheld database
62. in each of the remaining 3 years of the assets life The final year is 816 66 due to rounding Depreciation Method Year2 Year 1 816 67 816 66 150 Declining Balance 1 500 00 1 050 00 816 67 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 92 Double Declining Balance Double declining balance depreciation is calculated by first calculating as if using the straight line method Dividing one year s worth of depreciation by the cost of the asset minus the scrap value equals the total percentage of the asset depreciated using the straight line method in a given year Multiply this percentage times 200 to get the percentage to be used with double declining balance in the first year Each subsequent year that same percentage is multiplied by the remaining balance to be depreciated When the value calculated using the 200 percentage becomes lower than the value using straight line revert back to straight line Example In the straight line example the 5 500 asset with a 500 salvage value and a 5 year recovery period had a 1 000 annual depreciation This represents 20 of the assets useful value 1 000 Annual Straight Line Depreciation 5 500 Cost 500 Scrap Value 20 Multiplying 20 by the 200 required by the double declining balance method equals 40 The asset is depreciated by 40 or 2000
63. in the first year 5 500 Cost 500 Scrap Value 40 2 000 In the second year the remaining asset value of 3 000 is multiplied by 40 for a total of 1 200 This amount is greater than the straight line amount of 3 500 divided by the remaining 4 years of 875 As long as the double declining balance depreciation value is higher than the straight line depreciation value the double declining balance value is used 5 500 Cost 500 Scrap Value 2 000 1 Year s Depreciation 40 1 200 In the third year the remaining asset value of 1 800 is multiplied by 40 for a total of 720 This amount is greater than the straight line amount of 1 800 divided by the remaining 3 years of 600 As long as the double declining balance depreciation value is higher than the straight line depreciation value the double declining balance value is used 5 500 Cost 500 Scrap Value 2 000 1 Year s Depreciation 1 200 2 Year s Depreciation 40 720 In the fourth year the remaining asset value of 1 080 is multiplied by 40 for a total of 432 This amount is less than the straight line amount of 1 080 divided by the remaining 2 years of 540 Because the double declining balance depreciation value is lower than the straight line depreciation value the straight line depreciation value of 540 is used in each of the remaining 2 years of the assets life Depreciation Method Year 4 Year3 Year2 Year 1 Double Declining
64. ing PP i Building 112 Building 12 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 18 Departments To set up your departments click on the Departments button A department is not a physical location like a building or a room It is an area of responsibility like the purchasing or the human resources department Two assets that are physically located in one room may belong to two different departments To create a new department click the New button and enter the information When finished click the Add button To edit an existing department click the Edit button and update the information When finished click the Update button To delete a department click on the Delete button and confirm the deletion when prompted The department will be erased from any related records You can view all of the departments by scrolling through the list on the bottom panel RedBeam Asset Tracking Tel Es Exit Help Master Data Asset Data Inventory Reporting Sync Handheld Admin Organization SSS ein Faman esouses Street ha smase Eeee 123 Street St ciy po ee state GA ZipCode 12345 Purchasing Piles 123 456 7890 T Far 193 456 7291 Status nere g keem O oa 1X gt gt 91 e BI Find First Prev Copy New Edit Del Undo Nest Last Refresh Asset Types Description Street C
65. ion The Registration screens include four tabs including Customer Reseller Activation and Support Under the Customer tab enter information about your company including company name your name address phone and email Registration z Customer Reseller Actvaton Support I mCompany Information All fields are mandatory M Please send me update and renewal notices via email Under the Reseller tab enter information about the company you purchased the RedBeam system from including company name your contact s name address phone and email This information can be accessed later if you need to order additional licenses upgrades support or supplies Registration lea Customer Reseller Activation Support I Reseller Information Reseller Acme Barcode Solutions First Name Sandra 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 68 Under the Activation tab enter your product serial number and click Activate If you have internet connectivity the Activation Key will automatically be populated by the system If you do not have internet connectivity please call 877 373 0390 and provide one of our support specialists the PC Unique ID displayed on the screen and your product serial number They will then verbally provide the activation key for your machine Registration z
66. ionD ate CloseD ate November 2006 1143 2006 3 22 00 PM 1146 2006 9 36 00 AM sa 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 36 Scan Sheets If you are using the Standard Edition of this software please print scan sheets and use them to take your inventory Select the Scan Sheets function Choose to print either Asset ID Count Sheets or Room Barcodes by selecting the appropriate radio button in the Report Type section You can choose to display All Data in the system or Inventory Data Only by selecting the appropriate radio button at the top of the screen Narrow the scope of your count sheets using the Scope section When finished click Print lO x Unselect ll 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 37 Asset Count If you are using the Standard Edition of this software please print Scan Sheets and use them to take your inventory Go through your buildings and rooms to find assets When one is found find it on the scan sheets With a pen or pencil put a check mark in the located field If the room ID is the same as the room the asset was previously found in you do not need to enter a current room ID If the asset is in a different room write in the room ID in
67. is is the depreciation class that will be assigned to an asset if no other depreciation class is chosen The standard depreciation class settings are straight line annually Although the default depreciation class cannot be deleted the depreciation class description period and method can be changed To create a new depreciation class click the New button and enter the information The depreciation period determines when the asset is depreciated The depreciation method determines how the asset is depreciated Depreciation periods and methods are described in more detail in Appendix A When finished click the Add button To edit an existing depreciation class click the Edit button and update the information When finished click the Update button To delete a depreciation class click on the Delete button and confirm the deletion when prompted The depreciation class will be erased from any related records You can view all of the depreciation classes by scrolling through the list on the bottom panel RedBeam Asset Tracking m e Exit Help Master Data Asset Data Inventory Reporting Sync Handheld Admin Organization Manufacturers Vendors Accounting Dep Classes Departments Depreciation Class Standard Custodians Depreciation Period Annually Depreciation Method St aight Line Default Dep Class ej Asset Types Purchasing Status lsa Fitts Fl K lt lt Eel C X gt gt y Fa me
68. isplay the selected section in the report To move from page to page within a report use the right and left arrow buttons to the right of the printer icon To search for specific information in a report click on the Search Text binocular icon and enter the desired information To exit out of the report and go back to the application click on Exit at the top left of the report or click the X in the right hand corner of the report Exporting the Report Data Once the report type and scope are selected select the radio button to export to Excel or to a Text File and click the Export button Export f Excel C Text File 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 44 Select the desired fields to report and click on the export button Export form Report Field check to include in espot oo l Asset ID Description Serial Number Model Building FRoomll Room Manufacturer Department Hide unselected fields Show Title One Asset Report Show Title Two Date 11 6 2006 9 52 14 AM MlAsset ID Description Serial Numbe Mode W Building W RoomlD Manufacturer o0 Laptop Computer 847292 793K D 5000 Bulding1 1 101 1 401 Tech Manufacturer In 1001 Printer FSS Fst 1200 Building 1 1 101 1 101 Tech Manufacturer Hiu Export Options Excel Text You will be
69. ity State Zip a Human Resources 123 Street St Anytown GA 12345 a Information Technology 123 Street St Anytown GA 12345 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 19 Custodians To set up your custodians click on the Custodians button A custodian is the person responsible for an asset To create a new custodian click the New button and enter the information When finished click the Add button To edit an existing custodian click the Edit button and update the information When finished click the Update button To delete a custodian click on the Delete button and confirm the deletion when prompted The custodian will be erased from any related records You can view all of the custodians by scrolling through the list on the bottom panel RedBeam Asset Tracking Vel Es Exit Help Master Data Asset Data Inventory Reporting syne Handheld Admin First Mame omn Last Name 5mith Departments zie Manager SS E Mail fhn smth youcompany com Custodians M23 Stees Asset Types City Anytown Purchasing State Ga Zip Code p235 Status Phone 123 456 7890 Mobile 123 456 7891 User Fields H Phone fi 273 456 7695 Organization Gel K lt lt C rj X gt gt di a Update Find First Frew Copy Mew Edit Del Undo Nest Last Refresh E CushodianF irst CustodianLast Cu
70. lease contact RedBeam Inc or your local RedBeam reseller for questions about hardware compatibility All trademarks in this manual are the property of their respective owners 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 4 Section 1 Installation The RedBeam Asset Tracking PC software is the main database for all of your asset information The software is found on the CD that came with this system This software allows you to enter and view asset data create physical inventories and run reports Installing the PC Software IMPORTANT If you have purchased licenses for a multi user version of the system and want to network all of your PCs together install the RedBeam Asset Tracking software on the computer or server where you want the database to reside Once installed there you can install on your other PCs To install the PC portion of RedBeam Asset Tracking place the CD in the CD ROM drive Using Windows Explorer browse to the CD ROM drive Open the Asset Tracking PC Installation folder and double click the setup installation icon a setup An installation wizard will take you through the installation steps The installation may take several minutes You may need to restart your computer once the installation is finished Note If you are using the Mobile Edition of the software th
71. ly view data Edit gives the user the ability to edit but not the ability to add or delete records Full gives the user full access To limit a user s view of data by department uncheck the Access All Departments check box and select the desired departments The user will only be able to view and edit assets assigned to the selected departments Maus W Enable Security for the Application Users Roles PiE Manager V Access Al Departments E PC Interface Master Data Human Resources Asset Data Information Technology oft Inventory E Reporting Syne Scanner E Admin Handheld Interface Update Inventory Se lt lt 8 ERA aca Find First Prev Copy New Edit Del Undo Next Last _ RBoleName F When finished click the Update button To edit a role click the Edit button and update the record When finished click Update 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 66 To delete a role click on the Delete button and confirm the deletion when prompted A role may not be deleted if it is assigned to a user You can view all of the roles by scrolling through the list on the bottom panel 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 67 Registrat
72. m com Page 23 Accounting To set up accounts click on the Accounting tab An account can be used to track accounting data like a general ledger account or a cost center To create a new account click the New button and enter the information When finished click the Add button To edit an existing account click the Edit button and update the information When finished click the Update button To delete an account click on the Delete button and confirm the deletion when prompted The account will be erased from any related records You can view all of the accounts by scrolling through the list on the bottom panel RedBeam Asset Tracking Exit Help Master Data Asset Data Inventory Reporting Sync Handheld Admin Organization Manufacturers i Vendors Accounting Dep Classes Departments Custodians Account 1075 Equipment Asset Types Purchasing F KE Ol SRA voce BI Find First Prev Copy New Edit Del Undo Nest Last Refresh User Fields Description E 1075 Equipment 1076 Furnishings 107 Vehicles 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 24 Depreciation Classes To set up depreciation classes click on the Dep Classes tab A depreciation class determines how and when an asset is depreciated The system requires one default depreciation class Th
73. me room the asset was previously found in the message below will pop up as a warning If you would like to move the asset click Yes If you do not want to move the asset click No Inventory ar qf 5 27 Bldg Cir Building 2 Asset Tracking This asset was previously in the room 1 101 Do you want to move it to the room 2 101 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 81 Notification If a notification for the asset was entered in the PC database when the asset is scanned the notification message will pop up on the scanner Generally the message will instruct the person taking the inventory to perform a certain action After reading the message click OK to continue a sf 46 533 RedBeam Asset Tracking Item Number Serial Number 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 82 Display Assets The Display Assets function allows you to view the most up to date asset information on the scanner The user may define the scope of the search by choosing one of the following radio buttons All displays all assets in the inventory Bldg displays all assets in the chosen building Room displays all assets in the chosen room Asset displays chosen
74. n all records for that report type To choose specific records click Selected and put a check mark next to the desired records by clicking in the appropriate check boxes fe RedBeam Asset Tracking Exit Help Master Data AssetData Inventory EA SyncHandheld Master Data ae c Building List C Alido C Seeded Room List Select All Unselect All Department List pe a 7 Building 1 Asset Data Label Printing Asset Type List Manufacturer List Vendor List C Account List C Status List Export Excel Text File 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 46 Asset Data Reports To access the asset data reports click on the Asset Data button The report types include Asset Data a report that includes detailed asset information Depreciation a report that includes depreciated values for assets Warranty a report that lists assets with warranties Leasing a report that lists assets with leases Once the report type is selected you can narrow the scope of the report by selecting one or more Filter Options Within each filter option you can choose either All or Selected records To choose specific records click Selected and put a check mark next to the desired records by clicking in the appropriate check boxes To group the data in the re
75. n must be selected To enter by serial number the Serial Number radio button must be selected To scan the asset scan the asset barcode with the scanner If the scan registers and the asset is in the database the scanner will beep and take you to the Process Update screen To manually enter the asset enter the numbers and letters desired using the keypad Once entered click the Find button If the asset is in the database you will be taken to the Process Update screen To clear any field click on the Clr button to the right of the field To exit back to the main menu click the Main Menu button Er 6 36 RedBeam Asset Tracking a Item Number _ Serial Number jel food Find eee 1 2 3 4 5 6 7 s8 9 o alwie Rit yjulijo e ee eee 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 73 Process Update Main The Process Assets Main Data screen displays the following information about the asset that was scanned or manually entered including Description Serial Building Room If you have selected additional Fields to Update the first of these will show up at the bottom of this screen The others will show in the other Info tabs On this screen you can update the description by clicking in the Description field A keypad will pop up When finished editing click the OK button You can update the serial
76. nd the original file path You can enter a note about the document in the Notes field Click Attach to attach the document To display the document click Display To edit the document note click Edit Note make changes and click Save Click Delete to delete the document Note Although the original file path is saved for reference purposes a copy of the document will be saved in the RedBeam Asset Tracking database The system will access the copy when you display the document If you make changes to the document save it and re attach it To enter an image copy the image you want to add and click the Paste button You may also insert an image from a file on your computer by clicking the Open button To edit an existing asset click the Edit button and update the information When finished click the Update button To delete an asset click on the Delete button and confirm the deletion when prompted You can view all of the assets by scrolling through the list on the bottom panel RedBeam Asset Tracking p jimi x Exit Help Master Data Asset Data UserManualdoc Yeron AEDBEAM SMIT C Document 0 hu Copy FA Paste Open Stretch Attach Edit Hote Delete Display M Auto Increment Numeric Asset ID EL lt lt BLO aax Ay s aa S Find First Prev Copy Mew Edit Del Undo Next Last Barcode Refresh ssetlD Description Building Room SerialNumber De i000 Laptop Computer Building 1 1 101 od 72927493
77. ntact us at www redbeam com Page 8 User Information Sener Enter a Server name or IP address SQL Server Instance i a Or Search for 4yvailable Servers and select one from the list Cancel If you have not already done so click Search for Available Servers Choose the server from the list box or type the server name or IP address into the New Server field When done click OK The application will launch and you will be connected to your main server database Opening the Application with User Security Activated If this is not the first time you have launched the application and you have activated user security under Admin gt Security when you open the application you will be asked to enter one of the user D s and passwords you have set up To change your password click Change Password User Information User ID sa Password fia Change Password Cancel Opening the Application without User Security Activated If this is not the first time you have launched the application and you do not have user security activated you will be taken directly into the application 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 9 Registration When the application is launched for the first time you will be asked to register the software You may register electronically over the internet or you
78. ntents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 22 Vendors To set up vendors click on the Vendors tab A vendor is the company or organization from whom the asset was purchased To create a new vendor click the New button and enter the information When finished click the Add button To edit an existing vendor click the Edit button and update the information When finished click the Update button To delete a vendor click on the Delete button and confirm the deletion when prompted The vendor will be erased from any related records You can view all of the vendors by scrolling through the list on the bottom panel RedBeam Asset Tracking Exit Help Master Data Asset Data Inventory Reporting Sync Handheld Admin Organization Manufacturers endors Accounting Dep Classes Vendor Tech endor Custodians street B00 Street St Asset Types City Anytown State GA Z Purchasing Zip Sch Country fi 2745 Status Contact Info area First Name Wallace Last Name Ic arol Title Manager Departments Phone fi 23456 7899 Fax f 223 456 7898 Gel i lt lt re XX A ue B Find First Prev Copy New Edit Del Undo Next Last Vendor Street City State E Tech Yendor BOO Street St Anytown GA 12345 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbea
79. ntry section the following data is entered under Master Data Main Data general information about the asset including location and description Purchasing purchasing information including when and where the asset was bought User Fields user defined information about the asset IT Maintenance information technology data maintenance records and notification messages Attachments attached documents and images RedBeam Asset Tracking T Exit Help Master Data Asset Data PrE Reporting sync Handheld Admin Hain Data Purchasing User Fields TM aintenance Attachments Description Laptop Computer Building Building st Kew oom fitor 1ton New Serial tt ezza Ml ps0 Manufacturer Tech Manufacturer Hew Status Good New Department Information Technology New Custodian Smith John New Hotes Inactive IM Auto Increment Numeric Asset ID Li e 3 05 Hf gt gt Do ne a S Find First Prev Copy Mew Edit Del Undo Next Last Barcode Refresh ssetlD Description Building Room SerialNumber O00 Laptop Computer Building 1 101 84d 72927493F D 5000 Tech Manufacturer Tech Vendor Infi Printer Building 1 1 101 SS08GFSR4E 861200 Tech Manufacturer Tech Vendor Hu 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 28 Main Data Under the Main Data ta
80. o depreciation periods in the system monthly and annually Monthly For assets that are depreciated monthly one month s worth of depreciation is deducted from the asset s value on the last day of the first month following the assets acquisition and on the last day of every month thereafter until the asset is completely depreciated For example an asset acquired on March 18 2003 will have its first month s depreciation taken on April 30 2003 The second month s depreciation will be taken on May 31 2003 and so on Annually For assets that are depreciated annually depreciation is taken on the last day of the fiscal year defined on the Organization gt Company tab At the end of the first year the total depreciation taken will be the total of the depreciation that would have been taken using the monthly method in that year At the end of the last year the total depreciation taken will be the total of the depreciation that would have been taken using the monthly method in that year 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 90 Depreciation Methods The depreciation method determines how the asset is depreciated There are four depreciation methods in the system including straight line 150 declining balance double declining balance and sum of year s digits Straight Line Straight line depreci
81. ook for other RedBeam Asset Tracking databases on your network The server you just installed on should display in the box Click to select it If the server does not display you may enter the server name or IP address Enter the user ID and password that you set up for the server When finished click the Update button The data in the application will instantly by updated with the data in the newly selected database RedBeam Asset Tracking O x Exit Help Master Data Asset Data Inventory Reporting Sync Handheld To network this machine to another SQL Server Label Setup Enter a server name or IP address Back Up FO Import Data Or Search for Available Servers User ID sa Purge Databaze and select one from the list Password eae Security Current Server 127 OO TNABAT Current User 2d Use an SQL Server not installed by this application T Update Indowse Firewall Ports Open local windows firewall ports for SQL communication with client machines Ports wall only m be opened for the local network subnet 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 55 Advanced If you are using your own full version of Microsoft SQL Server 2000 or 2005 you will need to copy and attach the database file to the SQL Server where you would like to host the database
82. ooms for a building click on the Rooms tab The room is the lowest organizational level in the system A building can have any number of rooms To create a new room click on the New button and enter the information If you are labeling each room with a barcode enter the barcode ID as the unique room ID Be sure to enter the building in which the room is located This is mandatory When finished click the Add button To edit an existing room click the Edit button and update the information When finished click the Update button To delete a room first be sure to move or delete all assets assigned to the room Then click on the Delete button and confirm the deletion when prompted You can view all of the rooms by scrolling through the list on the bottom panel If while entering information about the room you find that one of the drop down fields does not have a desired value click the New button to the right of the drop down arrow This will allow you to enter the desired value and then return to the original room record RedBeam Asset Tracking Nel Es Exit Help Master Data Asset Data Inventory Reporting Sync Handheld Admin Organization Select a Location Compary Buildings Rooms Et ki Building 1 Room ID fi 0 i i a Room Desc J baiting of i Buildi van zi sew Phone 123 456 7390 Be ce ew ct BX gt gt HJ vos Find First Frew Copy New Edit Del Undo Nest Last RoomiD Description Build
83. organization function The highest level of the organization is the company Once the company is set up buildings can be added Once a building is set up all of the rooms in the building can be added Company To set up your company information click on the Organization button and select the Company tab The company is the highest organizational level in the system Only one company can be entered To edit your company information click the Edit button When finished click the Update button To enter the month that your company s fiscal year ends select the appropriate month from the Fiscal Year End drop down If you depreciate assets annually assets will be depreciated on the last day of this month The bottom panel is a tree structure that allows you to view the buildings and rooms in the company You can expand or close the tree by clicking on the plus and minus icons next to the information you want to view Clicking on the building or room description will display more detailed information RedBeam Asset Tracking Exit Help Master Data EE Data Inventory Reporting sync Handheld Admin SPT Select a Location Departments Ei Company Name Company Buildings Rooms Custodians a S Company Mame Company Mame 0 Asset Types em Building 2 i 123 SteetSt wll 2101 City from Status _ State Go Zip Code E a on a Fiscal Year End December i Edit 2004 2008 RedBeam Inc Revised September 2
84. ow D x F RedBeam Asset Tracking Exit Help Master Data Asset Data Inventory Reporting Sync Handheld Result Fields to Update Handheld Update Structure source Fields C Status inp riod Y Info Y Infoa Y ol C Model C AssetT ype C Manufacturer Description U1 Deparment Ez M era C Vendor L Custodian 4 M Or 0 lt puilding t C id C Acq Date Poem l Ci Recon Pa Model L del C Cost Q Scrap Value The HH Preview above OJ Account shows how fields will be displayed on the scanner Ci warranty H ou can add or remove fields C rrity Start Date C wry End Date by moving them between the Source Fields and HH Fields lists using the right ard left C Lease arrows You can change the L Lease Start Date order in which the fields are L Lease End Date presented using the up and O Device Name down arrows L Processor Memory Qoos CI Software 2004 2008 RedBeam Inc All rights reserved Contents subject to software license agreement Contact us at www redbeam com Revised September 24 2008 Version 5 3 0 Page 53 Admin To access the administrative features of the system click on the Admin tab The administrative features on the left hand side of the screen include Network networks database for use on multiple computers Label Setup allows for creation of new label sizes Backup backs up and restores database Import
85. ports you may select the values from the drop down lists at the bottom of the screen Add additional detail to your reports by selecting from the Data to Report section Note Changes made in an inventory will not update asset data until the inventory is closed P RedBeam Asset Tracking Exit Help Master Data Asset Data Master Data Asset Data f Asset Data C Depreciation ieee Warranty Label Printing riena Data to Report e E Description MW Main Info M Purchasing Iw IT I User Fields 2004 2008 RedBeam Inc All rights reserved Contents subject to software license agreement Contact us at www redbeam com Verto Wai tae l0 x Sync Handheld Filter Options Asset All Assets Selected SelectAll Unselect All L Laptop Computer L Printer Building Room Department Custodian Asset Type Manufacturer Yendor Account Status User Fields Group By Building Descending second Group By se Type Excel Text File Export Revised September 24 2008 Version 5 3 0 Page 47 Inventory Reports Inventory reports provide detailed asset information on a current or historical inventory To access the asset data reports click on the Inventory button The report types include Assets a listing of assets in the open inventory Located a listing of located assets in the open inventory Unlocated a listing of unlocated assets in the open inventory New
86. r Data The Master Data tab is where data used by the rest of the system is entered If setting up the system for the first time the information under this function should be entered prior to working with the asset data section As indicated by the buttons listed along the left hand side of the screen the following data is entered under master data Organization where the company structure including buildings and rooms is entered Departments where departments are entered Custodians where people responsible for assets are entered Asset Types where asset categories are entered Purchasing where manufacturers vendors accounting and depreciation class information is entered Status where asset statuses are entered User Fields where customizable user defined fields are created RedBeam Asset Tracking O x Exit Help Master Data Asset Data Inventory Reporting Sync Handheld Admin _Organization_ select a Location Company Buildings Rooms Elf Company Name Oe Cit Anytown SSOSSSS S S STS eu i AAA State G ip Code 12345 a Phone fi 73456 7890 User Fields Fax fi 733 456 7691 Fiscal Year End December y Eid 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 15 Organization The three organizational levels in the system are set up under the
87. ry Main Data The Process Inventory Main Data screen displays the following information about the asset that was scanned or manually entered including Asset ID Description Serial Building Room Requires New Label Flag If you have selected additional Fields to Update the first of these will show up at the bottom of this screen The others will show in the other Info tabs On this screen you can update the description by clicking in the Description field A keypad will pop up When finished editing click the OK button You can update the serial number by scanning it Scanning will erase anything previously entered in the serial number field You can also click in the Serial field and enter the serial number manually using the keypad When finished editing click the OK button If the asset tag is damaged or missing click a check mark in the Requires New Label field Clicking the Cancel button does not save the asset and takes you back to the main Scan Assets screen Clicking the Save button saves the asset as found updates any changed information and takes you back to the main Scan Assets screen Process Inventory 7 2 5 26 Laptop Computer TEST 8472927793K oK Building 1 1 101 1 101 _ Requires New Label Tech Manufacturer 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 78 Proc
88. scending i Core Info col Model Serial Second Group By Descending More Info User Fields Export Excel TextFile 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 48 Label Printing To access the label printing functions click on the Label Printing button P RedBeam Asset Tracking Exit Help Master Data Asset Osata Inventory Soe Sync Handheld Master Data What to Print Asset Data Single Label From Master Data Sequential Printing Inventory In the Barcode Print Scope to Print r of Labels Asset ID E select IDs to Print Label Printing C Roorn ID oT t Pint W or Print l Above the Barcode Print Preview First Line Fixed Text From Field m E This is the first line This is the first line m This ts the second line Second Line f Fixed Text From Field Hl all TUII This is the secondine M Media select Label Type RedBeam Form AB L480 1 25 1 75 Starting Column i Starting Row fh Select Font What to Print When printing labels you can enter the value of the barcode you want to print Single Label print from data you have already entered in the system From Master Data or print a series of sequentially numbered labels Sequential Printing If you select Single Label enter the value of the barcode you want to print and th
89. shed click Update The label type will now be available in the Label Type drop down list on the Reporting gt Label Printing screen RedBeam Asset Tracking Exit Help Master Data Asset Data Inventory Reporting Sync Handheld J Admin Label Type Label Printer autosense of margin Label Setup Brand Generic Humber la Inactive Orientation t Lat Ele f Portrait Landscape Media Type C Sheet F Continuous Label Printer Rolls Fan fold ete Label Dimensions in inches Top Margin 0 06 Label width 4 Page Width 2 oF 1 Page Height fi 11 2 Horizontal Fitch 406 a i venalik f 1 06 Blue Default Value a K lt lt BB alal X gt gt oH oe Find First Prev Copy New Edit Del Undo Next Last _ Label Type Label Number _ Height Width TopMargn Label Printer autosense Generic Label Printer autoasense Generic Aven B 2760 Mini 2 63000011 4 Moose WIC hae q Cannad A fo 2 Side Margin jo cog Label Height i fe eo Number Across 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 59 Backup To create a back up copy of the database click on the Backup button on the left side of the menu To create or schedule a backup of the database first be sure to access this application on the computer where the database is located If the database is located on a s
90. stodianT itle Smith Manager 1235 Street St williams Director 123 Street St 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 20 Asset Types To set up your asset types click on the Asset Types button An asset type is a category to which the asset belongs Examples include computers furniture vehicles or equipment To create a new asset type click the New button and enter the information When finished click the Add button To edit an existing asset type click the Edit button and update the information When finished click the Update button To delete an asset type click on the Delete button and confirm the deletion when prompted The asset type will be erased from any related records You can view all of the asset types by scrolling through the list on the bottom panel RedBeam Asset Tracking Vel Es Exit Help Master Data Asset Data Inventory Reporting syne Handheld Admin Asset Type Computers SCSCSCS eS Be el 0 X p gt a ye Find First Prey Copy New Edit Del Undo Next Last Refresh Stat Asset User Fields Computers a Furniture 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 21 Purchasing To set up your purchasing information
91. t depreciation calculations can be found in Appendix A If applicable enter warranty and lease start and end dates To edit an existing asset click the Edit button and update the information When finished click the Update button To delete an asset click on the Delete button and confirm the deletion when prompted You can view all of the assets by scrolling through the list on the bottom panel RedBeam Asset Tracking Exit Help Master Data Asset Data Inventory Reporting sync Handheld Admin Main Data Purchasing User Fields TM aintenance Attachments Vendor TechVendor Hew P O Number Baz SSCSC S Acquisition Date Jianigv2005 eh Cost 750000 Rec in ears BO scrap Value 500000 Account 1075 Equipment New Dep Class Standard New Warranty Number Pees Lease Number FC Wnty Start Date Jlani9 2005 tw Lease Start Date Jan49 2005 Wray End Date jlanvig 2006 Lease End Date Jarn19 2006 W Auto Increment Numeric Asset ID LK lt BLO ct xy voor waa S Find First Prev Copy Mew Edit Del Undo Next Last Barcode Refresh _ ssetlD Description Building Room SerialNumber De OO Laptop Computer Building 1 101 8d72927493F D 5000 Tech Manufacturer Tech Vendor Infi Printer Building 1 1 101 SS08GFSR4E 861200 Tech Manufacturer Tech Vendor Hu 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Cont
92. tton and confirm the deletion when prompted The user will be erased from any related records A user may not update or delete their own user ID You can view all of the users by scrolling through the list on the bottom panel RedBeam Asset Tracking Exit Help Master Data Asset Data Inventory Reporting Sync Handheld J Admin O x Network 4 Enable Security for the Application Label Setup Users Roles User ID C Phone 404 249 1625 First Marne Sarah E mall sarah jahnson redbeam com Last Name Johnson Security Password Verify Password PO Role Manager Y Gel K lt lt mju gt gt H f Urie Find First Frew Copy Mew i Del Undo Next Last Sa a OS ed aE Johngon 404 249 1625 sarah o 2004 2008 RedBeam Inc Revised September 24 2008 All rights reserved Contents subject to software license agreement Version 5 3 0 Contact us at www redbeam com Page 65 Role To create other roles click the Role tab Click the New button and enter the name of the role To limit user functions click the Functions button From the tree structure select the areas of the application that you would like users with this role to access You may choose the type of access by selecting from the drop down list to the right of the function Although options may be limited for some functions you may choose from None hides the function from the user to prevent access View gives the user the ability to on
93. your PC The PC Application section describes the main system functions master data asset data inventory reporting sync handheld Mobile Edition only and admin The Using the Mobile Computers section explains the main functions to be used on the mobile computer update and inventory These functions are only available if you are using the Mobile Edition of the software Before installing the RedBeam Asset Tracking software please make sure that the following system requirements are met PC Prerequisites In order for the PC software to perform properly the PC must have the following Windows XP 2003 Vista Pentium IV or Greater Processor 512 MB RAM Gig Free Hard Disk Space Microsoft ActiveSync Software for Mobile Edition only Microsoft SQL Server 2000 or 2005 1f more than 10 concurrent users Mobile Computer Prerequisites If you are using the Mobile Edition of the software the mobile computer must be one of the following mobile computers with Microsoft Windows Mobile 5 0 or Win CE Net version 5 0 or greater from the following manufacturers e Motorola Symbol PPT8800 MC9000 or MC70 models e Unitech PA500 PA600 PA900 and HT660 models e Honeywell Handheld Products Dolphin 7600 and 7850 models Microsoft Windows 2003 and Win CE Net version 4 2 or greater supported Minimum of 128 MB of memory is required on these devices to run RedBeam applications P

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RedBeam Asset Tracking™ User Manual