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ATS USER MANUAL SCHOOL EDITION

1. ATS USER MANUAL SCHOOL EDITION TABLE OF CONTENTS ATS USER MANUAL SCHOOL 2 CONTENTS T 2 QUICK 6 Asset Types and 5 6 IVI AIRC TAIN CS socio cee cence 6 CONMGITIONS d 6 Funding Source and 6 FACIES 6 Renee ete ae 6 Employ885 55 5 7 MEMBE Ssi Ea 7 Printer 7 etr ee 7 poc c M I 7 Getting Started EIE m 8 Registra O ssc P M n 8 50 2 E 8 Asset Setup e 8 Application Settings nennen a rE eE isses setti asas aTe Ea EEn TEREE 9 SHOW DE Pre ClatiO nsx REUS 9 Allow Delete Asset amp Purge 9
2. 55646 EE 9 A to Populate Asset Find Tabs eec ETE n Ee gu e PER 10 Display Employee Barcodes Before 10 Display Account Numbers Before 5 10 Auto Create Repair Maintenance 10 Show Maintenance Due Report nennen nnne nennen 10 ATS USER MANUAL SCHOOL EDITION 2 Show Bin Assets Below Reorder Point Report After 2 10 Require Check In Before Another Check 10 Show Maintenance on Handheld esee enne nnne nnns 10 Auto E mail Employee Upon 10 MemberSetul e NS INS Atri A e E ib e t 11 Printer Assignment eerte eee ag nba 11 employee Administration 12 Employee InfOrtmatiOfis emt re hee mete e tome eee edes 13 Employee Access Llevels x tee te etn eee i ve t E E ee Eee 13 Other File Menu Furctions cinere ette Pene te e CREE Masta teen 14 Database iet eie tan deese te e ra dc 14 n a he adn uei Na NN 15 Eogiri Temporarily ta ect ente ee e ea 15 PUFBE HIStOMY 2 4 cee 16 Handh
3. required for all employees Wilson Eric E003 Yes The system will not allow editing of the last name first name middle initial or user name for Admin User To delete an employee select the employee and then select the delete 6 rows found button If an employee is assigned an asset or has an outstanding reservation or is involved in a history record the system will not allow the employee to be deleted Set the Status to inactive to prevent further use To print employee labels select the employee s to be printed and then select the Print Label button If a label printer has been selected and if a default employee label has been designated see Label Designer in this manual the label s will be printed For label printing multiple employees may be selected To select multiple employees do one of the following e Drag the mouse over the employees desired while holding down the left mouse button e Select the first employee by left clicking with the mouse Select the last employee in a range by holding down the Shift key and the left clicking on the last employee All employees in between will be selected e Hold down the Control Ctrl key and select the employees you wish to print by left clicking on each one with the mouse ATS USER MANUAL SCHOOL EDITION 12 EMPLOYEE INFORMATION Enter the appropriate employee information A few fields have special requirements The barcode entry must b
4. To delete a Funding Source select the Funding Source to be deleted and then select the Delete button The system will check to see if the Funding Source is tied to an asset If so the system will not allow the Funding Source to be deleted You may inactivate the Funding Source to prevent it from being assigned to an asset in the future if you desire To leave the process select the X in the upper right corner of the screen LOCATION ADMINISTRATION Location Administration 82 Location Administration is used to manage the locations to which assets may be di Add Z Edit pq Ci expen tore nnd Prim Barcode it exist in the system that are tied to the assigned It displays all the locations that Facility Main E facility selected Location Barcode Responsible Individual Storage Active lomce 0 LOOT Ofice 102 User Admin No Yes To add a new Location select the Facility Office 201 L003 User Admin No Yes Office 202 L004 User Admin No Yes Set 1005 Ip e to which it is to be added and then select the Add button Enter the location information as desired Facility defaults to the facility selected on the main form but may be changed 5 rows found Location may be up to 50 characters and is required Must be unique to each location Barcode may be up to 20 characters long and is required A barcode for an asset location or employee cannot b
5. BACKUP COMPACT DATABASE If you have the Access version of ATS this option is used to periodically repair compact and backup the ATS database To determine if you have the Access version of ATS go to the Help tab About and the header of the box will say About Access Backup Compact Database J Itis possible that the Access database can get corrupted Compacting the database may repair the damage In This procedure will repair many database errors as well as reduce addition a previous compact operation will have created a overall database size by removing deleted and duplicate records It will also create a backup copy of the current database the backup of the database that can be used if the current dbbackup folder database is corrupted beyond repair The system will keep the last 3 backup copies of the database The system will retain three backup copies of the database To repair compact the database click the Compact Database button in the dbbackup folder Backing up frequently will minimize the loss of data if the current database is corrupted beyond repair MS Access does not automatically remove data that is deleted by the system Compacting the database will remove data that has been deleted This will reduce the size of the database file and improve performance To compact the database select Compact Database under the File menu Then select the Com
6. Log In Temporarily Enter your user name and password to temporarily login User Name Password complete without the current user having to exit the Log In Temporarily program Select Log In Temporarily under the file menu The screen at right will appear Enter your user name and password and then select the Log In button The banner on the main screen will turn red As long as someone is temporarily logged into the system these conditions will remain When the user temporarily logged in logs out by selecting the Log Out button the main screen will return to normal and the original user is the current user ATS USER MANUAL SCHOOL EDITION 15 PURGE HISTORY Enter Date All tool history records prior to this date will be purged OK can enter a specific date and then click OK WARNING Be very csset If you would like to purge all history before a certain date you careful with this feature when you click OK all asset history records will be purged for good HANDHELD CONFIGURATION The Handheld Configuration screen is used to select the handheld device This version of ATS currently supports Windows Pocket PC and CE handhelds Q Handheld Configuration To view the Handheld Configuration screen click the File menu item and select Handheld Configuration Other Datalogic Memor Pocket PC devices require Microsoft ogic Skorpio ActiveSync
7. Staf field and saving changes will make the changes Additional Information Fields consistent throughout the system Rename Info Field 4 Subject Rename Info Field 2 Info Field 2 Rename Info Field 3 Info Field 3 Category names can also be renamed and act as Rename Info Field 4 Info Field 4 an additional field by which you can search throughout the system The Additional Information fields give four optional searchable fields for members To save the changes for both tabs on the screen select the OK button A confirmation message will appear listing the items that you altered Selecting Yes will save the changes and close the screen Selecting No will reset the changes back to the original values To leave the screen without changing any values select the in the upper right corner of the screen PRINTER AS The printer assignment process is used to set the printer the system will use for printing reports and barcode labels Select Printer Assignment from the File menu and the screen below will be displayed Printer Assignment ES The Available Printers list will display all the printers Printer Assignment that are on the Windows printer list Available Printers Not Available select the report printer select the printer of Microsoft XPS Document Writer Fax WPTS3 Brother HL 2170W series choice and then click the Assign Default Printer m HP Color LaserJet Pro MFP M476 PC
8. FIND RESERVATION The first tab is the Find Reservation process This is used to view the current reservations for an Asset or User T Reset Rasen Find Reservation F1 Find Reservations Reservation Type 41 miei Barcode Asset Barcode All Resenation Admin F2 Purge Reservations The Reservation type determines the type of reservations to display Choose from All Location or Employee To View the reservations for a user scan the user barcode into the user barcode textbox and the reservations for the user in the date range specified will be listed To view the reservations for an asset scan the asset barcode into the asset barcode textbox and the reservations for the asset in the date range specified will be listed If no scanner is available you may also enter the barcode in the barcode text boxes followed by pressing the Enter key on the keyboard Another option is to select one of the find buttons to display a list from which you may select If the reservation type is an employee there will be Erom which you can search a list of users Enter an employee barcode and select the Extract Data button If a matching barcode is found the employee will appear in the list Alternately you can enter a Last Name and select the Extract Data button All employees with the entered last name will appear in the list Select the user desired and then select the OK button You may notice tha
9. To check in an individual asset select the Check In by Asset tab The screen will change as indicated below 4 Check In Out E 9 E Save Print Reset Clear Remove Item Check Out F1 Check In by Asset F2 Check In by Person Location F3 Asset Barcode Destin Barcode Description Due Return Condition Facility Location Bin Qty From y Status Jser Name User Admin Database localhost win ats To check an asset into storage scan the asset barcode or enter the asset barcode and then press the Enter Key on the keyboard If the asset is a binned item a box will appear to enter the quantity being checked in The check in information will be entered in the list Condition Facility and Storage Location may be changed Select the column you wish to change select the Enter key and pick the new Condition Facility or Storage Location from the list Once items are displayed in the grid the In Date Time can be changed by clicking the Change In Date Time button A confirmation box will appear to indicate that the date time will be changed for ALL items shown in the grid Responding Yes will display a calendar where you can select the desired date and time ATS USER MANUAL SCHOOL EDITION 41 When all assets have been checked in select the Save or Save Print button The check in information will be saved and if Save Print was selected the system will ask if you wish to pri
10. for Windows XP or Windows Intermec CK71 and CN70 Mobile Device Center for Windows Vista LXE MX8 or Windows 7 to communicate with ATS Further instruction on how to use the Handheld device and configuring it with Handheld Data Folder Honeywell the Asset Tracking System will be discussed later IMPORTS Each import has specific instructions included on the import screen that delineates data formatting requirements along with any special instructions you may need Imports are available for the following G Import Employees Import Assets Allows the import of asset data into the This importjig tor NEW employees only SS ATS system It does NOT update existing employee records The column layout of the expected import file is as follows Import Employees Allows the import of employee data Name Barcode Facility Log in Name Password Phone Alt Phone E mail Notes Master Access Tool Access Check In Out Access a into the Employee Administration table The import even Transfer Access Reservation Access Member Access Employee Access Tool Status Access Support Access Maintenance Access Status allows for the granting of specific access rights to the The file format is TXT Tab delimited various functions in ATS The layout will be based on column position not column headers column header row if detected based on the words BAR CODE or Import Locations Allows
11. place the mouse cursor over the lower right hand corner of the box When the cursor changes to a double arrow click and drag the endpoint to the desired size ADDING A GRAPHIC ELEMENT Select the Graphic button in the Element Options panel Click the Find Graphic File button to find a file on your computer to place on the label File types supported are bmp gif jpg wmf and ico Click the Add to Label button The graphic will be added to the label design in the upper left hand corner Drag it to the desired position on the label ATS USER MANUAL SCHOOL EDITION 30 Graphic elements are resizable Save the label design before attempting to resize a graphic element Right click on the graphic in the label and select Resize Graphic A Resize Graphic box will appear above the Label Size box Enter the desired Height and Width in inches and click the OK button It may be possible to enter a size that causes the graphic to disappear from the label design If this happens select a different label design When prompted to save changes respond NO to the prompt Then go back to the label design and try again DELETING A LABEL ELEMENT Select the element to be deleted from the label design Click the Delete Element button or press the Delete key on the keyboard Elements can also be deleted by right clicking on the element and selecting Delete from the popup menu DELETING A LABEL DESIGN To delete an entire label design select the design from the
12. ue Edit X Delete Print List Classification F1 Type F2 User Defined Fields F3 Maintenance F4 Classification and Description In addition a Classification may be Classification Electronics designated as Active or Inactive A Description classification assigned as active may be tied to an asset an inactive Classification Description Active classification may not be tied to an Electronics Pes Furniture Yes asset A classification may be set as inactive to reduce clutter yet retain important historical information e Classification name may be up to 20 characters and is required The Classification name must be unique i e no other Classifications may have the same Classification name e Description may be up to 80 characters long and is not required Activities available for Classifications are e Adding new Classification e Editing an existing Classification or e Deleting an existing Classification Adding a New Classification To add a new Classification select the Add button 1 Enter the new Classification name and Description optional 2 Select the Save button to save the new Classification Selecting the Cancel button exits the Classification addition without saving the new Classification If the Classification was saved the new Classification will appear on the Classification list Editing an Existing Classification To edit an existing Class
13. Current Label Designs list Click the Delete Design button at the bottom of the screen SAVE AN EXISTING DESIGN AS A NEW DESIGN Time may be saved by copying an existing label design and modifying it Select the design from the Current Label Designs list and click the Save Design As button at the bottom of the screen Enter a new design name and click the OK button Design names must be unique VIEWING PRINTING A LABEL The work space on the right hand side of the screen provides a feel for how your label will print If you need to view exactly how your label will print click on the View button with the Mode setting set to Design An exact replica of the label will appear To print the label on your label printer change the Mode setting to Print enter the number of labels you want to print and click the Print button To save a label design as default for a specified process select the Design Type process and select the label design from the Current Label Designs list Then select the Save as Default button When a label is set as the default label the word Default will appear after the label design To leave the process select the Xl in the upper right corner of the form ATS USER MANUAL SCHOOL EDITION 31 LABEL SETUP The Label Setup screen allows the printing of barcode labels in sequence This feature is only available for the Asset Design Type This allows printing of asset barcode labels that can then be attached to ass
14. E Te ugue Rex 27 Print Location Label tit eerte t te efe ot ote he eee ideae en e 27 Maintenance Repair Provider Administration eese enne nnne nnn entren 28 Label Designer orosei caede eee Wh vae 29 Start a eet eter petet i t ett qe aeter ee 29 Adding a Text Element ep iet eate i e 29 Adding a Database Field Text 30 Adding a Barcode El rmiernt rtt tie a 30 Adding a Horizontal Line Element t eres ot as ee x Der etos eut 30 Adding a Vertical Line 30 eere eem eater entia v dee Ete eure e un ee eae EE Dea an 30 Adding a Graphic Element D e RI 30 Deleting a Label El mert xit E RENE GERMEN eave 31 Deleting a LFabel EA Cees Bene etae dun 31 Save an Existing Design as New 31 Viewing Printing iia tase debeatis 31 Rast oM 32 Assets Screen d Pee e 33 Find ASSGt A o t eut iei d ret sets et re ete ead 33 Search Fel tttm teet tte tet e ed tate dts 33 DoDNONE RR 33 ec e LE 34 Print Barcode EIE 34 Export L
15. File Employee Administration See Employee Administration in the User Manual for a detailed explanation MEMBERS This function is used to create members other than employees A member is an individual to which assets may be checked out or assigned You can set Member Categories in the Setup Options screen and then add members under the Members screen PRINTER ASSIGNMENT This function allows the user to specify which windows printer will be used for report printing and which one will be used for label printing This function must be set on each workstation before printing On the menu bar select File Printer Assignment See Printer Assignment in the User Manual for a detailed explanation LABEL DESIGN The system allows the user to design labels for assets locations and employees These labels typically have barcodes and can be used to audit check in and check out assets Several sample label designs are included and can be modified You must select a default label format in the Label Setup function before printing is allowed On the menu bar select Labels Label Designer See Label Designer and Label Setup in the User Manual for a detailed explanation ASSETS The asset administration screen allows for the creation and history of assets which are tracked by this system On the main button bar select the Asset button See Asset Management in the User Manual for a detailed explanation Once you have setup your initial data you are rea
16. entered it will appear on Maintenance Request Report City up to 40 characters but is not required State up to 2 characters long but is not required Zip up to 10 characters long but is not required Contact up to 100 characters long but is not required Notes up to 255 characters long but is not required Enter the information as desired Select the Save button to save the new provider Select the cancel button to exit without saving To edit a provider select the provider of interest and then select the edit button Modify the information as desired Select the save button to save the provider changes Select the cancel button to exit without saving the changes To delete a provider select the provider to be deleted and then select the delete button The system will check to see if an asset maintenance record is tied to the provider If so the system will not allow the provider to be deleted You may inactivate the provider to prevent its use in the future if you desire To leave the process select the in the upper right corner of the screen ATS USER MANUAL SCHOOL EDITION 28 LABEL DESIGNER The Label Designer is used to design labels for the various processes in the system that print barcodes There are three process which print labels assets locations and employees 7 4 label Designer 55 Design selected in the Design Type Asset SampleAssetLabel Default Dim
17. is not guaranteed to be correct complete or up to date Accordingly you should consult 1 the Reports screen If the checkbox is not T Auto not responsible for any loss injury claim liability or damage related to your use of this Depreciation Function or the output hereof and by your use of this Depreciation Function HD A vou waive and release CigaTrak any such lose inary cam liability or damage checked the depreciation information will not You use this Depreciation Function at your own risk and the correctness and usability of the output hereof remains your sole responsibility b 251 e visible and the depreciation report will not GigaTrak is not licensed or qualified to give and is not providing to you any legal tax p p Ifinancial reporting or accounting advice be shown 1 to the terms of this disclaimer C 1do not agree to the terms of this disclaimer The checkbox cannot be checked until you amp accept the disclaimer After accepting the disclaimer the Preferred Depreciation Type selection will be enabled This will be the default selection when adding new assets on the Asset Information screen ALLOW DELETE ASSET amp PURGE HISTORY If checked then the Delete button will be displayed on the Assets screen and the Purge History button will be displayed on the Asset History screen If the checkbox is not checked the Del
18. process Pressing the Esc key on the keyboard will also stop printing The prefix and the last barcode number printed will be saved in the database These values will then appear the next time the Print Label Sequence function is used The Start Number will automatically be increased to the next value To exit the Print Label Sequence function select the Close button ATS USER MANUAL SCHOOL EDITION 32 The Asset Management process is started by selecting the Assets button on the main toolbar which displays the screen below FIND ASSET Three tabs are displayed The first is the Find tab which is used to view assets and print lists of assets The tab is controlled by sections on the upper part of the form allowing you to filter and view those items by AS a E cmt Facility e Location e Funding Source J e Account m e Search by Criteria enn emer Gener Gere Deor etas Fg citum e Classification e Type e Condition e Status Double click to wew Asset Information Right click to view image f assigned mm Several key aspects are available on the form As an example selecting the Reset button will return all selections to All In addition the Asset list can be sorted by one of its columns by clicking on the heading of that column A second click will reverse the sort orde
19. section of the form osos located in the upper left Save As Default Asset Label corner Element Options 111 1115 To design a label first Pial 12 Regular select the design type Wrap Text I Center Text Data Source The data source list will Label Caption only Account Description Label Size Account Number no E contain the possible fields Asset Barcode Aa Font lg Asset Di ti EE PH Add to Label m that may be included in the iX Delete Element Mode label Design C Print Landscape New x Delete a Save 8 Save Design Design Design Design Label Printer HP Color LaserJet Pro MFP M476 PCL 6 The Current Label Design list will contain labels that have already been created for the design type The list currently contains a sample asset label When one of these labels is selected the box on the right will display the label design as indicated above for the sample asset label To create a new label select the Design type and then select New Design button Set the label size width and height in inches Set the label orientation Portrait or Landscape For Portrait the height is vertical on the screen For Landscape the height is horizontal on the screen There are 6 different elements that may be placed on the label They are left to right text barcode horizontal line vertical line box and a graphic LABEL QUICK START ADDING A TEXT E
20. the default location only the file name is required in the asset screen to identify the image The Custom Report Folder is the location for custom report files If a custom report is ordered the report file should be placed in a folder and the path to the folder should be set in this option The Report Logo allows the display of a company logo on reports You can select a bmp gif or jpg file To clear a logo after it is selected click the Select button and click Cancel on the selection screen APPLICATION SETTINGS Application Settings control various functions in the asset tracking application SHOW DEPRECIATION IEEE If Show Depreciation is checked then the depreciation information will be visible on the This Depreciation Function including access to formulas used for the computations provided herein is provided by GigaTrak solely for your convenience and for illustration purposes only E i reri suorum apples E e Asset information screen The Asset financial reporting or accounting advice GigaTrak does not guaranty the accuracy of the computations Furthermore GigaTrak can not be aware of any customer s particular 1 1 1 1 mason so ep op la dels gon coy tre Depreciation Report will also be available on Allow reporting or accounting standards or requirements The information contained herein
21. the import of location data into the ATS system File Backup the database View gt File menu before Log File Import File importing new data ATS USER MANUAL SCHOOL EDITION 16 HELP MENU FUNCTIONS CHECK FOR UPDATE After logging in select Check for Update on the Help menu Major updates may require you to contact GigaTrak and receive a special download Access to the Check for Update function is only available when the ADMIN login is used You must have a current Support Agreement in place to download updates ABOUT The About section tells you which version of the software you currently have as well as some brief licensing information This area also specifies which database the software uses for your system This section is particularly helpful to the support and training teams when working to assist you on any questions you may have regarding the ATS system SUPPORT MENU FUNCTIONS ACCOUNT ADMINISTRATION Account Administration is used to keep track of the account numbers that are used to purchase assets Account numbers are not required to use ATS To begin the process select Account Administration from the Add Z Edit Delete Support menu To Add a new account select the ike 1000 Add button Enter the Account Description Accounting Department Number required field and a description optional then select the Save button Account Number
22. to Lost then Save The COPY ROW function allows you to split up binned items being returned so that alternate locations can be assigned Verify the QUANTITY is correct before saving Once items are displayed in the grid the In Date Time can be changed by clicking the Change In Date Time button A confirmation box will appear to indicate that the date time will be changed for ALL items shown in the grid Responding Yes will display a calendar where you can select the desired date and time When all assets have been checked in select the Save or Save Print button The check in information will be saved and if Save Print was selected the system will ask if you wish to print the check in report The system will then clear the check in list To cancel the check in process select the Reset Clear button After confirming you wish to reset the check in process the system will clear the check in list without saving it ATS USER MANUAL SCHOOL EDITION 42 Check In can also be performed on the handheld unit RESERVE SCREEN Reserving Assets is a process used to reserve the use of an asset for a specified period of time This is not available in the Starter Edition To start this process select the Reserve button The screen below will be displayed showing all reservations that fall within the default date range one month prior to current date and five months after the current date The Reserve Assets process is composed of two tabs
23. will be shown with the appropriate type displayed The records displayed can be limited to a specific type by clicking the appropriate Display Type button When a handheld unit is ready for download select the Download button from the main screen The form below is displayed mee Batch handhelds must be loaded pum aum Ge OUT with a reference file before they E can be used Dock the handheld to a 0 Seamed ei Ou as the host PC and select the Sync Data button Handhelds should be synced with the PC before each use to ensure that they have the latest data Smee John John Smee Joha If there are download records stored in the temporary database table the grid will display the rows found existing downloaded records New handheld records can be added as long as the existing download has not started the commitment process If commit has been started or the handheld audit is separate from the existing audit then the existing records must be completed and cleared from the database prior to uploading the new handheld records To download handheld data e Place the handheld in the downloader e Select the Sync Data button e Follow the on screen instructions If the download is successful the grid will be rebuilt with the new records If the records were downloaded successfully but there were some problems the system will provide a message and the problems will be docum
24. 255 characters long but is not required Activities available for Facilities are Adding a new Facility Editing an existing Facility or Deleting an existing Facility ATS USER MANUAL SCHOOL EDITION 23 Adding a New Facility Facility Administration em To Add a new facility select the Add button Enter the information as desired Select the Save button to save the new Facility Name Select the Cancel button to exit the Facility addition without Address 42 Central Circle saving the new Facility In either case the main screen shown at the beginning of noter this section will appear If the Facility was saved the new EM Facility will appear on the Facility list d Edit an Existing Facility To Edit a Facility select the Facility of interest and then select the Edit button Status Active Inactive Modify the information as desired Select the Save button to save the Facility changes Select the Cancel button to exit the Facility addition without saving the Facility changes In either case the main screen shown at the beginning of this section will appear If the Facility was saved the changed Facility will appear on the Facility list Deleting an Existing Facility To delete a Facility select the Facility to be deleted and then select the Delete button The system will check to see if a location is tied to the
25. 45 Custom RepOFts iue ete s tee ertt desees Road edere see det eo etd ties ie decus da A 45 Download Screen crea ti eet eb eie ete debt e ete ae re 46 SUppoft REO Tu te ob MR ET Pei M 48 ATS USER MANUAL SCHOOL EDITION 5 QUICK START OVERVIEW Now that you have installed ATS you are ready to begin using the system This brief Quick Start Overview and the following User Manual provide the general information needed to begin entering data into the system and using ATS for the first time ASSET TYPES AND CLASSIFICATIONS This function allows you to create classifications and types within each classification Classifications i e Office Equipment and sub Types i e Desks Chairs etc are used to categorize assets On the menu bar select Support Asset Support Administration You can rename the Classifications and Types designators in the Setup Options function if desired See Asset Support Administration in the User Manual for more information MAINTENANCE The maintenance function of the system allows users to keep track of necessary maintenance for each of their assets Maintenance is tied to the different classes and types of the asset On the menu bar select Support Maintenance Repair Provider Administration See this section the User Manual for more detailed information CONDITIONS Add any number of Conditions that you desire Excellent G
26. Asset Information F2 Asset History F3 Asset Maintenance F4 Barcode A0001 Product Number 794747 Date 12 23 2014 Description XBLUE Networks X16 Corded Telephone Serial Number Purge Selected System Charcoal Asset s History From To 23 2015 Print List Date Type Location Condition Bin Qty Transaction By Check Out Note 3 12 2015 03 33 PM Checked out Office 101 Excellent User Admin 3 12 2015 01 17 PM Added New Asset Storage Excellent User Admin The screen displays the history of the selected asset for the date range selected The system defaults the date range to the last 12 months Change one of the dates and select the Enter key or select a new date with one of the calendar controls and the list will change to reflect the new date range To print the history displayed on the screen select the Print List button To remove all history records for the selected asset prior to a specified date enter the date in the Date text box and then select the Purge button All history records for the asset prior to the date specified will be deleted The purge button is only available if the Allow Delete Asset amp Purge History checkbox is checked on the Setup Options screen To leave the process select the Xl in the upper right corner of the screen ATS USER MANUAL SCHOOL EDITION 38 ASSET MAINTENANCE Selecting an asset and then sel
27. Description To Edit an Account select the 2000 Marketing Department Yes 3000 Maintenance Department Yes Account of interest and then select 4000 Administration Department Yes the Edit button Modify the information as desired Select the Save button to save the Account changes To Delete an Account select the Account to be deleted and then select the Delete button The system will check to see if the account is tied to an asset If so the ATS USER MANUAL SCHOOL EDITION 17 system will not allow the Account to be deleted You may inactivate the Account to prevent it from being assigned to an asset in the future if you desire ASSET CONDITION ADMINISTRATION Assets may be assigned a Condition which indicates the usefulness of the asset To access this process select Condition Administration under the Support menu E Asset Condition Administration Es Asset Conditi x Each Condition has a name and Description In addition a Condition may Add 4 Edit X Delete be designated as Active or Inactive Condition Excellent Condition name may be up to 20 Description New or nearly new characters and is required This name must be unique Description may be up to 80 characters long and is not required Good minimal damage Yes Needs Repair needs maintenance Yes Poor Damage with functionality problems Yes Condition Description A Condition set as active may be assi
28. Facility If so the system will not allow the Facility to be deleted You may inactivate the Facility to prevent a location from being assigned to it in the future if you desire To leave the process select the Xl in the upper right corner of the screen FUNDING SOURCE ADMINISTRATION c Funding Source Administration Es Funding Source Administration is used to keep track of the agency that provided the asset The Funding Source is not required to use ATS PANES Funding Source Capital Budget the Support Menu The screen will appear estatus 5 Activities available for Funding Source are Description Active To begin the process select Funding Source Administration from Adding new Funding Source Operating Budget Yes Editing existing Funding Source Deleting Funding Source ATS USER MANUAL SCHOOL EDITION 24 Adding a New Funding Source To add a new Funding Source select the Add button Enter the description then select the Save button Select the cancel button to exit the Funding Source addition without saving the new Funding Source Editing an Existing Funding Source To Edit a Funding Source select the Funding Source of interest and then select the Edit button Modify the information as desired Select the save button to Save the Funding Source changes Select the Cancel button to exit the Funding Source addition without saving the changes Deleting an Existing Funding Source
29. L 6 button The Default Printer label will indicate the WebEx Document Loader Y printer you selected Any reports printed by the mm gt E C5 Assign Default Printer les CHR system will be directed to this printer This does not Default Printer HP Color LaserJet Pro MFP M476 PCL 6 affect the windows default printer selection Label Printer HP Color LaserJet Pro MFP M476 PCL 6 To select the label printer select the printer of choice and then click the Assign Label Printer button The Label Printer label will indicate the printer you selected Any labels printed by the system will be directed to this printer If you do not have a label printer assign the default printer to act as the label printer ATS USER MANUAL SCHOOL EDITION 11 EMPLOYEE ADMINISTRATION Employees are either people that have access to the ATS system or people to whom assets will be assigned To manage employees select Employee Administration under the File menu Employee Administration Upon initial set the only employee n p up y employ will be the Admin user You may Add dh Add 2 Edit Delete Employee A Export To File e Print Barcode List Edit or Delete employee information To Add a new employee select the Add Name Barcode Active button The form will change as Jones Sean E005 Yes Owen Miles E004 Yes indicated The items in bold text are Smith John E001 Yes
30. LEMENT Select the Text T button in the Element Options panel Select Label Caption only in the Data Source box and type a label caption in the Label Caption textbox You can select Wrap Text or Center To set the font style and size click the Font button Click the Add to Label button The text element will appear in the upper left corner of the label design Drag it to the desired position on the label To edit the text caption or font after a text element has been placed in a label design right click on the element and choose the option desired ATS USER MANUAL SCHOOL EDITION 29 ADDING A DATABASE FIELD TEXT ELEMENT In the Data Source box select the desired database field You can select Wrap Text or Center To set the font style and size click the Font button Click the Add to Label button A sample of the data will appear in the upper left corner of the label design Drag it to the desired position on the label When the label is printed the actual data for that field will be printed on the label To edit the text caption or font after a database field text element has been placed in a label design right click on the element and choose the option desired ADDING A BARCODE ELEMENT Select the Barcode button in the Element Options panel Select Label Caption only in the Data Source box and type a label caption in the Label Caption textbox You can select Center Select the barcode font and size desired Click the Add to Label bu
31. N ASSETS BELOW REORDER POINT REPORT AFTER LOG IN By selecting this option the system will automatically display the report of any binned items below the reorder point immediately following log in REQUIRE CHECK IN BEFORE ANOTHER CHECK OUT Checking this box will require a checked out asset to be checked back in to the storage location before it can be checked out again Leaving this unchecked will allow an asset to be checked out from person to person or location to location without being returned to the storage location SHOW MAINTENANCE ON HANDHELD This option allows users to enter maintenance information on the mobile handheld terminal If not selected the maintenance functions will not appear on the mobile handheld terminal AUTO E MAIL EMPLOYEE UPON CHECK OUT Checking this option will e mail an employee a report of what they checked out through the system This feature can be used if you use Microsoft Outlook and connect the systems ATS USER MANUAL SCHOOL EDITION 10 MEMBER SETUP The School Edition allows users to manage up 29 to three types of Members of your own C Stater Basic 6 School definition This could include Faculty Staff EN Teachers Students etc Show Members 19 Rename Member Member Category Names You can rename the Member field at the top of Coe t e Rename Category 2 Faculty the tab to your choice of field Renaming the Rename Category 3
32. Search Field box e The Search text box will automatically default to a date range of the first and last days of the current month This allows you to quickly find the assets that were added during the current month e Youcanenter a single date to find the assets that were added on a particular day e Select the Extract Data button to display the assets ATS USER MANUAL SCHOOL EDITION 34 ASSET INFORMATION Selecting an Asset and then selecting the Asset Information tab or double clicking on an Asset will bring up the Asset Information screen Asset information with bold text above is required Many of the fields listed below are included in the sub tabbed section in the lower portion of the form The available asset information is E ATS Asset Tracking 8 a w File Support Labels Help e 8 Asset Tracking System d 41 Reser eee Professional Edition Lop Out Quit Find Asset F1 Asset Information F2 Asset History F3 Asset Maintenance F4 Assetinformation Classification Electronics Barcode A0001 m Tre Pres sehe PC 2 Status Active 2 Assets Check In Out Description KBLUE Networks X16 Corded Condition Excellent Telephone System Charcoal Product Number 794747 I SeaNumer 7 C Lost Facility Main Office Z Funding Source Operating Budget 21 c Broken 72 Edit Storage Location Storage Ac
33. code e Ifthe Asset is a binned item a box will appear below the barcode to enter the quantity being checked out The asset checkout information will be displayed in the grid To check out another asset to the same location employee and with the same due date scan another asset barcode If no scanner is available you may enter the barcode information into the barcode text boxes and then press the enter key on the keyboard You may also select the find button next to the textboxes to display a list to choose from Items that are entered into the grid by mistake can be removed by selecting the item and clicking the Remove Item button ATS USER MANUAL SCHOOL EDITION 40 Once items are displayed in the grid the Out Date Time can be changed by clicking the Change Out Date Time button A confirmation box will appear to indicate that the date time will be changed for ALL items shown in the grid Responding Yes will display a calendar where you can select the desired date and time When all desired assets have been checked out select the Save or Save Print button The check out information will be saved and if Save Print was selected the system will ask if you wish to print the check out report The system will then clear the check out list To cancel the check out process select the Reset Clear button After confirming you wish to reset the check out process the system will clear the check out list without saving it CHECK IN BY ASSET
34. count 4000 Administration Department In Service Date 3 12 2015 m Delete Primary Data Purchase Warranty Images amp Docs User Defined Data 2 z Note Binned Item Print rw Check Out By Location Office 101 Responsible Unassigned Date Due Time User Name User Admin Database C GigaTrak Asset Tracking Systemiwin ats mdb o e Classification is a method of grouping Assets e Type is a subset of Classification and a second method of grouping Assets e Description is up to 80 characters describing the Asset e Facility is the building in which the Asset is located e Storage Location is the default storage location for the Asset e Funding Source is the agency that provided the Asset e Service Date is the date the asset was put into service defaults to current date e Barcode is the barcode that identifies the Asset You must enter the first asset s barcode number manually in a format that all barcodes will use i e A00001 The system will then automatically increment the numerical portion of the barcode number one at a time If you are using pre printed barcodes enter the number seen on the barcode e Asset Number is the unique permanent number given an item for tracking An asset number is usually engraved on larger more expensive items e Condition is the physical condition of the Asset Condition does not apply to binned items e Ma
35. d in years In addition Classification Electronics EET a Type may be designated as Active or 2 Inactive Type set as active may be Description assigned to an asset a Type set as inactive M iac will not be available to be assigned to an Descripti Dep Active Due Dat asset Computer Yes None aed WERE A type may be set as inactive to reduce Projector Yes None 2 clutter yet retain important historical information e Type name may be up to 20 characters and is required The Type name must be unique i e no other Types may have the same Type name e Description may be up to 80 characters long and is not required e Depreciation may be up to 255 years and is not required Activities available for Types are e Adding new Type e Editing an existing Type or e Deleting an existing Type ATS USER MANUAL SCHOOL EDITION 20 Adding a New Type To add a new Type select the Add button 1 Select the appropriate Classification for the new Type 2 Enter the new Type name Description and depreciation period 3 Select the Save button to save the new Type Select the Cancel button to exit the Type addition without saving the new Type If the Type was saved the new Type will appear on the Type list Editing an Existing Type To edit an existing Type select the Type to be edited and then select the Edit button 1 Modify the Type name Description Deprecia
36. dy to start using ATS Check out assets to employees or locations You can also check assets back in to storage Be diligent on how you use the system and it will provide years of reliable tracking of all of your assets Backup your database daily ATS USER MANUAL SCHOOL EDITION 7 GETTING STARTED Log In Login Enter your user name and password to log in User Name Password Log In Fw REGISTRATION Registration _ Customer IDENT License Key Em Register Cancel Clear SETUP OPTIONS Upon opening the program the screen at left will appear You will be prompted to enter a User Name and Password If it is the first time logging in you will use the Admin User s data Username ADMIN Password ADMINUSER Other users may be added to the system after setup After users are entered into the system they should each log in under their own User Name and Password After logging in as Admin click File on the menu and select Registration Form This step is important because it assigns licensing rights to you Entering the information will unlock the program for your licensed use The Four Digit Customer Identifier and the 16 digit License Key will be provided by Gigatrak when the product is purchased After registering your product click File on the menu and select Setup Options Setup Options can only be accessed when logg
37. e data already recorded for any asset of that type It will not be displayed on the Asset Information screen Returning the asset to active will restore prior data for each asset of that type e The Field Name may be up to 50 characters and is required e A Field Name set as active will be assigned to each asset of that Type ATS USER MANUAL SCHOOL EDITION 21 e A Field Name set as inactive will not be available MAINTENANCE 2 Asset Support Administration 5 The forth tab is Maintenance Each Type of Asset Support Administration equipment may be assigned a group of E 2 cary x specific Maintenance items with a preset 2 interval in months for required performance Classification F1 Type F2 User Defined Fields F3 Maintenance F4 In addition a Repair maintenance item may Classification Electronics X 5 automatically be inserted when a new Type Type Computer M is created This is created in Setup Options Maintenance Description Repair Each maintenance item has a Description and Special Instructions Special Instructions In addition a maintenance item may be designated as Interval 0 Active or Inactive Setting a Maintenance Maintenance Description Special Instructions Interval Active item to inactive may be useful to reduce Run Diagnostics Scan 22 Yes clutter when assigning Maintenance ite
38. e system will Type M Asset Number num gj automatically generate a Product Number unique barcode for the Serial Number fm Facility E sh asset if the barcode field is Storage fS z Account 2 cena blank If a specific barcode In Service Date 3 20 2015 cons bari just Primary Data Purchase Warranty Images amp Docs number IS neede z Jus Asset Image enter the number manually View Add File URL Attached Images amp Documents Remove Image Each barcode number must Unassigned be unique Select or enter the required information bold labels Enter the non required information if desired Save the Asset by selecting the Save button The screen will return to the original state with the new Asset information Cancel the process without saving by selecting the Cancel button The screen will return to the original state with the information displayed that was present prior to selecting the Add button EDITING AN EXISTING ASSET To Edit an existing Asset select the Edit button The Save and Cancel buttons appear Change the Asset s information as desired Information with bold labels is required Save the Asset by selecting the Save button The screen will return to the original state with the changed Asset information Cancel the process without saving by selecting the Cancel button The screen will return to the original state with the Asset informa
39. e the same ATS USER MANUAL SCHOOL EDITION 25 gg Checkout Usage Location location that assets can be checked out to Om Storage Location location used for storage Facility Main Ofice 7 8 Att ew Facit rather than usage Location Barcode L001 Transfer Location location that assets Checkout Usage Location transfer to C Storage Location R ible Individual teni Responsible Individual employee that is responsible for the assets at the location This is not required If the responsible individual is not in the system you may go directly to the Employee Administration Status G Inactive process by selecting the Add New Employee button Notes may be up to 255 characters long and is not required To edit a Location select the Facility containing the Location select the Location of interest and then select the Edit button Modify the information as desired Select the Save button to save the Location changes To delete a Location select the Location to be deleted and then select the Delete button The system will check to see if an asset is tied to the location or the Location is being used in a history record If so the system will not allow the Location to be deleted You may inactivate the Location to prevent an asset from being assigned to the Location in the future if you desire EXPORT LIST TO FILE This button will export infor
40. e unique A barcode for an asset location or employee cannot be the same Keep the barcode as simple as possible only using a short combination of capital letters and numbers If you use the supplied barcode FirskName Last Name Middle Initial on their badge Barcode labels the employee s barcode must match the label placed Log in Name Min Password If the employee will be using the ATS system he will require Min 5 characters a Log Name and Password Alt Phone E mail Notes The Log in Name must be between 5 and 10 characters long It must be unique no two employees may have the same log in name Log in names are not case sensitive A password must be between 5 and 10 characters long Passwords are not case sensitive EMPLOYEE ACCESS LEVELS Once the employee information is entered set the employee s access levels The default access level is for no access to ATS 1 Employee Administration 25 Asset Administration applies to activities associated with creating and editing asset data Employee Info Access Levels First Name Mary Asset Administration Last Name Doe aa sE Asset Reservation applies to the Middle Initial Asset Reservation 5 2252 um Temm CNo CEdt activities where an individual may reserve IMARYDOE an asse
41. ecting the Asset Maintenance tab will bring up the Maintenance Items History screen below The first tab lists the Maintenance Repair Types Asset Tracking System x Professional Edition Log Out Rcgum Ascot History F3 Aesot Maintanance F4 setu pon the Asset Barcode 0001 Product Number 784747 E Reser Download Descriotion Networks X16 Corded Telephone Serial Number System Charcoal Support Administration Notes Screen Maintenance History can be found on duein the second tab The type s Update Sofware Blue Text Maintenance io ae veme special instructions the intervial required and the dates last done and due are shown If the type is a Ue the next 30 days it will be shown in blue Note that the service reminder interval 30 days can be changed in the Setup Options Screen Past due types are shown in red Double click to select a maintenance action and select the repair provider then save The system will offer to print a Maintenance Request form to send with the item to the provier An open maintenance record is then inserted into history When the item is returned from maintenance select the open record on the Maintenance History tab by double clicking Now enter the completed date along with notes and a repair co
42. ed in as Admin ASSET SETUP Setup Options This option can be used to change the Edition C Stater Basic C Pro School Asset Setup F1 Application Settings F2 Rename Classification Classification Rename Type Type Rename Facility Facility Rename Location Location Rename Funding Source Manufacturer Rename Model Number Product Number Rename Serial Number Serial Number Rename Condition Condition Service Reminder Interval 30 Root Image Folder C Users AshlynnR Docume Root Document Folde SMTP Host Custom Report Folder eal SMTP User p S gigatrak Report Logo Report Auto E mail Setup From E mail Address SMTP Password Use SSL TLS names of the parameters to fit your Member Setup F3 needs This makes up the structure of the system Classification Type Facility Location and Funding Source are parameters tied to assets Model Number Serial Number Account Condition Master Miscellaneous Asset Number and Container can be renamed to suit your needs If you would like to alter any of the names type in the desired value and then click the OK button ATS USER MANUAL SCHOOL EDITION 8 The Service Reminder Interval is used to calculate when Asset Maintenance is due The default setting is 30 days The Root Image Folder is the default location for images that you wish to tie to an asset If the image is in
43. eld Conti guration ee eee ve eto ie Hae ee RU UR ve 16 ID ONES ETE E 16 Help Meriu F nctionis 5c inet eee teet eee ette 17 Check tor Update deuda 17 Duce ER 17 Support Menu F nctioris te cete t rer n er Pe n EX He EE TAE E ae Fe ER HEU uaa TN re ER RR 17 Account Administration Rr rt i cet an bre E Tu d re OR 17 Asset Condition 18 etie de leeds 19 Classification D e EL De n ed e eee ME UE ede eh EU hae eds 19 vehe edente dive dette 20 User Defined Fields rettet retine eR IP nee Ease b ete e eae ehe e er tinus 21 Maintenances oe RR eee 22 Facility Administration ret eed ov edet eate ttes o tette ta edet e rne e uen 23 Funding Source Administration a c stetit etit 24 Location Administration ne tee e abe e Ie Tae Een RE Rb Qc leavin Deb e RE RR cS 25 ATS USER MANUAL SCHOOL EDITION 3 Export List to File 5 4 a eed trato eet tie e aetna 26 Change Responsiblendividual 5 i tie 26 Print Barcode List T Ev ree ene Seen pete Ve unu Ye
44. en selected and if a default location label has been designated see Label Designer in this manual the label s will be printed For label printing multiple locations may be selected To select multiple locations do one of the following e Drag the mouse over the locations desired while holding down the left mouse button e Select the first location by left clicking with the mouse Select the last location in a range by holding down the Shift key and then left clicking on the last location All locations in between will be selected Hold down the Control Ctrl key and select the locations you wish to print by left clicking on each one with the mouse ATS USER MANUAL SCHOOL EDITION 27 MAINTENANCE REPAIR PROVIDER ADMINISTRATION Maintenance Repair Provider Administration The Maintenance Repair Provider Screen allows Maintenance Repair Provi you to standardize the name of each provider who services your equipment You can add new 2 Edit Delete provider names edit existing names and delete providers not used for maintenance Provider ERR EN TRENT To start the process select Maintenance Repair Provider Administration from the Support menu Mike s Furniture Repair Total Cleaning Systems To add a new provider select the Add button Provider Information consists of Unique Name up to 50 characters and is required Address up to 100 characters but is not required If an address is
45. ented in a log file This file can be viewed and printed by selecting the View Log File button Note that the log file will be deleted whenever a new Sync Data function is performed There could be some erroneous data in the grid Therefore the system will only commit those records that have the Chk column checked During download the system will check those records where the audited location matches the expected location however the user may change the value if desired This allows the user to control what records will be loaded into the database If the audited location does not match the expected location the text will be displayed in red ATS USER MANUAL SCHOOL EDITION 46 The Save Changes button will save the changes in the Chk column to the temporary audit table in the database This does not change any asset data If a checkout record is recorded on the handheld for an item that has a high priority reservation for a different employee than the one entered on the handheld the text will be displayed in blue The Chk column can be manually checked to allow the checkout of the item to the scanned employee but this is not recommended Always check with the employee who originally reserved the item on the Reservation screen before allowing the item to be checked out The Commit button will save the information in the downloaded records that have been checked to the permanent portion of the database The background color of the checkbox will turn
46. ete button and the Purge buttons will not be displayed RELOCATE ASSETS If Relocate Assets is checked the Check In Out function will change to a relocate function This option does not use storage locations and does not allow entry or tracking of binned items Assets are relocated from one location or person to another location or person without being returned to a storage location ATS USER MANUAL SCHOOL EDITION 9 AUTO POPULATE ASSET FIND TABS When checked the system will automatically display information when a Find screen is opened If not checked you must first click Extract Data to view a listing DISPLAY EMPLOYEE BARCODES BEFORE NAMES This applies to several report selection filters If you view employees primarily by their names leave this unchecked If you prefer tracking employees by the Barcode ID then check the checkbox DISPLAY ACCOUNT NUMBERS BEFORE DESCRIPTIONS The same rules apply to this option Select how you prefer to view your report filters here If you will view accounts by descriptions leave this unchecked If you prefer tracking accounts by numbers check the box AUTO CREATE REPAIR MAINTENANCE TYPE Checking this box will insert a repair maintenance item any time a new Classification and Type of equipment is created SHOW MAINTENANCE DUE REPORT AFTER LOG IN By selecting this option the report of any upcoming maintenance items automatically displays immediately following log in SHOW BI
47. ets and entered on the Asset Information screen A Ube setup Any Asset Label design can be Label Setup ama m chosen it does not have to be the Default design The label ae design must contain the barcode Save As Default Asset Label Print Label design element or it will not Sequence print Note that if the label design contains an asset description the description will be blank They have not yet been assigned to an asset B Design Print On the Label Setup screen select Label Printer HP Color LaserJet Pro MFP M476 PCL 6 the Asset Design Type then select the Print Label Sequence button The screen below will be displayed A three 3 character prefix can be entered if desired The Start Number will initially start at 00000001 but can be changed to any number desired up to 8 characters Enter the number of labels to print in the How Many box and select the Start button The system will check the barcodes already assigned to assets in the database to be sure that the barcode to be printed is unique If it is unique the label will print If it is not unique the number will be skipped and the next number in the sequence will be checked If the number of characters in the Start Number is incremented beyond 8 characters a message will be displayed and printing will stop After printing starts a Cancel button will appear Selecting the cancel button will stop the printing
48. gned to an asset a Condition set as inactive will not be available for assignment to an asset Setting a condition as inactive minimizes clutter but retains historical information tied to each condition To add a new Condition select the add button enter the new Condition name and Description and click save button to save the new condition To edit an existing Condition select the Condition to be edited and then select the Edit button Modify the Condition name Description or Status Active vs Inactive Select the Save button to save the changed Condition To delete a Condition select the Condition to be deleted and then select the Delete button The system will check to see if the Condition is assigned to an asset If so the system will not allow the Condition to be deleted You may inactivate the Condition to prevent it from being assigned to future assets if you desire ATS USER MANUAL SCHOOL EDITION 18 ASSET SUPPORT ADMINISTRATION Asset Support Administration is used to administer Classifications and Types To access this process select Asset Support Administration under the Support menu Asset Support Administration has two tabs Classification and Type CLASSIFICATION The first tab is Classification Assets may be assigned a Classification to organize them in groups Asset Support Administration mm Asset Support Administration Each Classification has a name Add
49. ification select the Classification to be edited from the listing and then select the Edit button ATS USER MANUAL SCHOOL EDITION 19 1 Modify the Classification name Description or Status Active vs Inactive Select the Save button to save the changed Classification 3 Select the Cancel button to exit the Classification change without saving the changed Classification n If the Classification was saved the changed Classification will appear on the Classification list Deleting an Existing Classification To delete a Classification select the Classification to be deleted and then select the Delete button 1 The system will check to see if the Classification is assigned to an asset 2 Ifso the system will not allow the Classification to be deleted You may inactivate the Classification to prevent it from being assigned to future assets if you desire To leave the process select the Xl in the upper right corner of the screen TYPE The second tab is type Type is a subclass of Classification Each Classification can have several Types In addition to grouping assets under a Type the Type will also set the default depreciation period for assets assigned to it 17 Asset Support Administration x Asset Support Administration Add ue Edit 9 e Print List Each Type has a name Type Description Classification F1 Type F2 User Defined Fields F3 Maintenance F4 and Depreciation perio
50. ist Mok aoe 34 Aenean 34 Asset InfOrimatio p 35 Primary Data 500 6 tet etm te e etie at 36 P rchase 7 Warr Sub tab icto eese eb stat E cese eat 36 ATS USER MANUAL SCHOOL EDITION 4 Images amp Docs Sub tab a oed deve ep er ab eaten 36 Adding a New ASSet ree e ens 37 Editing an Existing Asset re Ve CR VERENA 37 Copying an Existing Asset s Information to a New 37 Asset HIStONY te eC ret Htc eH tts 38 2 EE 39 Check In Check Out Assets Screen 40 Check 40 tiled ea ovens ie eet svete eden beled 41 Check In By Container Person Location ccccscccsssceesseceesceceseeecssececssecesseecsaeeecsaeceeseecsseeceaeeeeaseeeaes 42 Reserve Screen Bp 43 Find Reservation iie ede oe a esee aeta Ee ERE REESE ese ACER Ra DERE RS 43 Reservation Admili ee e ete eta rep exa eee een ea kane en 44 Reports SCrOON Me 45 Auto E Mail Reports a VI RIA eek ITE ERE
51. kbox is checked on the Setup Options screen e Depreciation Type The system will calculate depreciation based on five methods Standard Straight Line MACRS Half Year MACRS Mid Quarter MACRS Double Declining Half Year and MACRS Double Declining Mid Quarter o MACRS means Modified Accelerated Cost Recovery System e Original Value is the cost basis for depreciating the Asset e Salvage Value is the remaining value of the asset after it has been fully depreciated e Current Value is the current depreciated value of the Asset calculated e Date for Current Value is the date used to calculate the current value e Miscellaneous is a user definable field that can be used as desired IMAGES amp DOCS SUB TAB Asset Image is the path to a file that contains a picture of the asset If the image information is entered and a file is at the proper location the picture will be displayed in the area to the right of the sub tab section Double clicking on the image will display a full sized image of the picture In addition linked documents PDF URLs and other related files can be assigned to the Asset ATS USER MANUAL SCHOOL EDITION 36 ADDING A NEW ASSET To Add a new Asset select the Add button All information is cleared and the Save and Cancel buttons appear Find Asset F1 Asset Information F2 E _ _ If turned on in System Classification Barcode A0020 Setup th
52. m to Update Software 2 Yes assets yet it remains in the database for historical purposes If a Maintenance item does not need to be kept in the database for historical purposes it should be deleted e The Maintenance Description may be up to 50 characters and is required The Description must be unique i e no other Description may be the same e Special Instructions may be up to 255 characters long and is not required e A Maintenance item set as active may be assigned to an asset of that type e A Maintenance item set as inactive will not be available Activities available for Maintenance item are e Adding new Maintenance item e Editing an existing Maintenance item or e Deleting an existing Maintenance item Adding a New Maintenance Item To add a new Maintenance Item select the Add button 1 Enter the new Maintenance Description 2 Enter any Special Instructions 3 Select the Save button to save the new Maintenance Item Select the Cancel button to exit the Maintenance Item addition without saving the new Maintenance Item If the Maintenance Item was saved the new Maintenance Item will appear on the Maintenance Item list ATS USER MANUAL SCHOOL EDITION 22 Editing an Existing Maintenance Item To edit an existing Maintenance Item select the Maintenance Item to be edited and then select the Edit button 1 Modify the Maintenance Description Special Instructions or Status Active vs Inacti
53. mation for the displayed locations to a tab delimited text file CHANGE RESPONSIBLE INDIVIDUAL Change Responsible Individual will change the responsible individual for all selected locations on the screen Display and select the locations that you want to change To select multiple locations do one of the following e Drag the mouse over the locations desired while holding down the left mouse button e Select the first location by left clicking with the mouse Select the last location in a range by holding down the Shift key and then left clicking on the last location All locations in between will be selected e Hold down the Control Ctrl key and select the locations you wish to change by left clicking on each one with the mouse After the locations are selected click the Change Responsible Individual button A screen will appear where you can select a new Employee Select the new Employee and click the OK button ATS USER MANUAL SCHOOL EDITION 26 PRINT BARCODE LIST Print Barcode List will print a list of the displayed location barcodes that can be used for scanning When the Print Barcode List button is selected a pop up window will appear where you can set the barcode row height This allows you to control the space between barcodes on the list The minimum row height is 0 5 inch PRINT LOCATION LABEL To print a Location label select the location s to be printed and then select the Print Label button If a label printer has be
54. moved Respond yes to the message to remove the records RESERVATION ADMIN The second tab is the Reservation Admin process This is used to add new reservations and edit or delete existing reservations ATS Asset Tracki add a new reservation select E gt Asset Tracking Syst amp 1 M Pats X the Reservation admin tab Select Asset Reservation SE EE the add button choose between Reservation Admin 5 Zaz mn location or employee as desired Scan the location employee EmpoyeeBacod unl nne 2 From bate EE te At Phone barcode or select the find button ToDate 3 23 2015 Pro Then scan the asset barcode or C High C Medium Low select the asset find button Set Asset Barcode Description the date range add a note and set the priority as desired When completed select the save button to save the reservation The User Name User Admin Database C GigaTrak Asset Tracking Systemlwin ats mdb screen will return to the find reservation tab with the new reservation information To cancel without saving select the cancel button To edit an existing reservation find the reservation in the find reservation tab Select the reservation of interest then move to the reservation admin tab Select edit and modify the information as desired To save select the save but
55. nt the check in report The system will then clear the check in list To cancel the check in process select the Reset Clear button After confirming you wish to reset the check in process the system will clear the check in list without saving it Check In can also be performed on the handheld unit CHECK IN BY CONTAINER PERSON LOCATION To check in assets assigned to either a container an employee or a location select the Check In by Container Person Location tab The screen will change as indicated below To check an asset into storage first 4 save Cy see et B aenor tem CITIES select or scan the container employee or location barcode the items are being returned from A ZEN T listing of all items checked out to the container employee location will be displayed You can then click the check box for each line item being returned Binned item quantities can also be changed in the grid if desired A Check All option box will check or uncheck all checkboxes for each line item listed Alternately you can scan individual asset barcodes to check the checkbox You can also change the status to Lost or Broken for any items checked The change occurs on Save If someone returns multiple assets but has lost others check in the returned items first and Save Then do a new check in for the individual and confirm that the remaining items listed are lost Check All and Change Status
56. nufacturer is the manufacturer of the Asset data entered on the Manufacturer Administration screen Model is the model number of the Asset e Serial Number is the Serial Number of the Asset ATS USER MANUAL SCHOOL EDITION 35 e Account is the account number used to purchase the Asset e Status An Active asset may be checked out A Retired asset may not be checked out PRIMARY DATA SUB TAB e Note is up to 255 characters of information about the Asset e Container allows other assets to be checked out to the container itself i e tool box e Binned item is used for small items that cannot be individually bar coded If the binned item checkbox is checked a box will appear to enter a bin quantity There will also be an option to set the item as a consumable Consumable assets can be checked out but are not expected to be checked back in e g gloves e Check Out determines whether an asset is checked out or not If it is checked out the following information will be available o User whom the asset is checked out Location location to which the asset is checked out o Due Date date the asset is due to be checked in PURCHASE WARR SUB TAB e Purchased From allows entry of general supplier information Warrant Expiration Date tracks when a warranty period expires e Depreciation period in years does not apply to bin items o NOTE fields relating to Depreciation will not be visible unless the Show Depreciation chec
57. ood Poor etc This is a searchable field and be invaluable to locate equipment needing replacement etc See Support Condition Administration for additional information FUNDING SOURCE AND ACCOUNTS The Funding Source is a standalone field that can be setup by you to use as needed You can also rename the Funding Source in the Setup Options function if desired The Accounts screen allows you to tie each Asset to an account number for added filtering See Support Funding Source Administration and Account Administration for more information FACILITIES This function allows you to enter facilities which are used to organize asset locations On the menu bar select Support Facility Administration See Facility Administration in the User Manual for a detailed explanation LOCATIONS This function allows the user to create locations where assets are stored or to which assets are checked out Locations can also be classified as Storage locations Storage locations are typically where materials are centrally located until checkout On the menu bar select Support Location Administration See Location Administration in the User Manual for a detailed explanation ATS USER MANUAL SCHOOL EDITION 6 EMPLOYEES This function has you enter employees An employee may be an individual that will be using the ATS system or a person to which assets may be checked out You can set ATS Access Rights for each employee here also On the menu bar select
58. pact Database button The system will compact repair and backup the database and when complete the Compact Database screen will disappear ATS USER MANUAL SCHOOL EDITION 14 CHANGE PASSWORD e Change Password Type in your new password again If the password matches the new password you typed earlier the system will save the new password and the Change Password screen will disappear Then follow the on screen instructions If the password does not match the password typed in earlier the system will state the passwords do not match and ask if you Enter current User Name and Password Then follow the on screen instructions Enter New Password Change Password wish to try again A user currently logged into ATS may change their password at any time Select Change Password from the File menu and the screen at left appears Type in your current user name and password and then select the Change password button Passwords must be between 5 and 10 characters long Type in your new password and then select the Change Password button Change Password 53 Enter current User Name and Password User Name Password Change Password If you answer yes the screen will be returned to the state above and you may try to type the second password again LOGIN TEMPORARILY Log in temporarily is a function used in order to perform some function that the current user may not
59. r of the items in the listing The status of a group of selected assets can be changed all at once instead of just one asset at a time Select the rows in the grid of the assets you want to change Then click the Change Status button A pop up screen will appear where you can select the new status Click the OK button to proceed Note that binned items cannot be changed to a status of Lost or Broken SEARCH FIELD Groups of assets can also be displayed by typing words in the Search Description box and then selecting the Extract button For example if you type in the word chair into the box and click extract only the assets that have the word chair in their description will be displayed If a location is also selected only assets that are located at the particular location and have the word chair in the description will be displayed ADD TO LIST The Add to List button can be used to build a custom list of assets When selected it will appear to remain depressed When in this mode assets that are extracted will be added to the list of assets already shown on the screen rather than clearing the screen first You can continue to change the selection filters and extract the assets you need to build your list The list can then be printed or ATS USER MANUAL SCHOOL EDITION 33 exported Clicking the Add to List button a second time will return the Extract Data function to its normal mode PRINT LIST To print the Assets in the list
60. s are set the user then fool Assignment by Location Split Pages 2 selects the Print Report button A print fool Assignment by Tool Tool Assignment Status by Employee x Tool Assignment Status by Location preview screen will be displayed from fool Audit Tool Depreciation by Class and Type which the report may be printed PDF d or Email ed only if Microsoft Outlook is used Some reports have an Ignore Due Date AUTO E MAIL REPORTS The Asset Assignment and History Reports see screen above give you the ability to Auto E Mail the report when desired Select Email Report s so that each person gets their own email with their information Only employees with an email address record will receive their email report CUSTOM REPORTS If desired GigaTrak can provide custom reports at your request These reports will be quoted separately and automatically added to the Select Report listing when installed ATS USER MANUAL SCHOOL EDITION 45 SCREEN The system provides for a handheld scanner download process The user must first configure the PC for the handheld in use See Handheld Configuration The Handheld Configuration screen can be displayed by choosing the Select Handheld button The selected handheld device is shown in the blue banner of the Download screen Check in out records can be mixed with audit records and count records on the handheld unit When the unit is downloaded the records
61. select the Print List button A report is displayed and if the default printer is set the Assets displayed on the screen will be printed when Print is selected You may also PDF or Email the report directly PRINT BARCODE LIST Print Barcode List will print a list of the displayed asset barcodes that can be used for scanning The list will include the Barcode number Barcode Description Product Number and Serial Number When the Print Barcode List button is selected a pop up window will appear where you can set the barcode row height This allows you to control the space between barcodes on the list The minimum row height is 0 5 inch EXPORT LIST TO FILE Export List to File will export information for the displayed assets to a tab delimited text file ASSET IMAGE If an image is assigned to an asset a thumbnail picture will be displayed in the Description column of the grid The thumbnail display can be turned on or off by right clicking in the grid and selecting Show Thumbnail Images in the pop up menu A larger view of the image can be displayed by selecting View Image from the pop up menu To find a specific Asset by its barcode e Select Barcode in the Search Field box e Select the Search Text Box background will turn yellow when selected e Type in the barcode and select the Enter key You can also select the Extract Data button to display the asset To find assets by the in service date e Select In Service Date in the
62. st if appropriate Once saved it is now a completed record in history To print the history displayed on the screen select the Maintenance History tab then select the Print Maintenance History button To leave the process select the Ex in the upper right corner of the screen ATS USER MANUAL SCHOOL EDITION 39 CHECK IN CHECK OUT ASSETS SCREEN The Check Out process is used to check assets out to a user or location The Check in process is used to check assets into storage from a user or location Check Out and Check In can also be performed on the handheld unit To start these processes select the Check In Out button CHECK OUT The Check In Check Out process is composed of three 3 tabs The first tab is the Check Out process as shown below 9 Check In Out a 4 Save Save Print Reset Clear 5 Remove tem Check Out F1 Check In by Asset F2 Check In by Person Location F3 Location C Employee Barcode E Location Due Date Time Due Note Asset Barcode Description Barcode Description Due Out Condition Person User Name User Admin Database localhost win ats To check out assets e Select a Container Location or Employee to which the asset will be checked out e f desired enter the due date for the return of the Asset Enter a date in the Due Date box or enter a Default Interval number of days from today e Scan the Asset bar
63. t All is available If you select all then the reservations for everyone will be displayed Select the cancel button to return to the reservation process without selecting a user If the reservation type is a location there will be irom which you can search a list of locations If the reservation type is All the find button will be disabled ATS USER MANUAL SCHOOL EDITION 43 If the reservation type is an asset there will be m from which you can search a list of assets Select the asset desired and then select the OK button You may notice that is available If you select all then the reservations for all assets will be displayed Select the cancel button to return to the reservation process without selecting an asset To change the date range for the reservation list enter a new date and then select the Enter key or set the date using the calendar control The list will change to reflect the new date range The reset button will return the screen to the default settings The purge reservations button will remove expired reservations from the system Expired reservations are those that have a To Date that is older than the default From Date They do not appear on the screen when the reservation form is opened They can be displayed by setting the To Date back to an earlier date A message will appear on the screen to confirm the purge operation It will also show the number of reservations that will be re
64. t for a period of time Password 2 SASS em eS _ Asset Support Administration Alt Phone No C View C Edit 4 Asset Check In Check Out applies to E mail Employee Administration 22 a P a No CViw C Edt activities associated with assigning assets Active HN C Inactive M to an individual or location or returning assets to storage Asset Support Administration applies to activities that support the overall asset process This will include managing facilities locations asset types classifications and conditions Employee Administration applies to activities associated with managing employee information ATS USER MANUAL SCHOOL EDITION 13 Select the access level appropriate for the employee in question and then select the OK button Member Administration applies to activities associated with creating and editing member information To save the employee information including the access level changes select the Save button Selecting the Cancel button will leave the present process without saving the employee information If the employee logged into the system only has view rights to Employees the add edit and delete buttons will not be available Instead a View button will be available to allow the user to look at employee information without changing any data To leave the process select the in the upper right corner of the screen OTHER FILE MENU FUNCTIONS
65. tion or Status Active vs Inactive 2 Select the Save button to save the changed Type Select the Cancel button to exit the Type change without saving the changed Type If the Type was saved the changed Type will appear on the Type list Deleting an Existing Type To delete a type select the Type to be deleted and then select the Delete button 1 The system will check to see if the Type is assigned to an asset 2 If so the system will not allow the Type to be deleted You may inactivate the type to prevent it from being assigned to future assets if you desire To leave the process select the Xl in the upper right corner of the screen USER DEFINED FIELDS Asset Support Administration 5 The third tab is the User Defined Fields Fields MAseeti hpporiAdminietietionm can be added specific to an asset Type D hdd 9 Edit Xx Delete Print List When new assets are added to the system the Classification F1 Type 2 User Defined Fields F3 Maintenance F4 added fields are displayed in the Asset Information screen for user entry Classification Electronics Type Computer g After selecting the appropriate Classification Field Name Kind and Type for the asset a listing of the current User Defined Fields is displayed Each field has Field Name Active a name and may be designated as Active or Inactive Setting a User Defined Field to inactive does NOT remove th
66. tion unchanged COPYING AN EXISTING ASSET S INFORMATION TO A NEW ASSET This is one of the most helpful features when multiples of the same type of asset needs to be entered To Copy an existing asset s information to use in creating a new asset select the Copy button The majority of data is copied to a new record The exception is that the barcode number serial number and checkout information is cleared and the Save and Cancel buttons appear The system will automatically generate a unique barcode for the asset If this barcode is unacceptable it can be typed over by the user The barcode entry must be unique A barcode for a asset location or employee cannot be the same Change the asset s information as desired and add the new barcode Save the Asset by selecting the Save button the screen will return to the original state with the new Asset information ATS USER MANUAL SCHOOL EDITION 37 Cancel the process without saving by selecting the Cancel button The screen will return to the original state with the Asset information unchanged To Delete an existing Asset select the Delete button After asking if you are sure the system will delete the Asset ASSET HISTORY Selecting an asset and then selecting the Asset History tab will bring up the Asset History screen below Gi ATS Asset Tracking 5 File Support Labels Help T 2 Asset Tracking System lo e 9 Professional Edition L 3 Find Asset F1
67. ton The screen will return to the find reservation tab with the newly edited information To cancel without saving select the cancel button To delete an existing reservation find the reservation in the find reservation tab Select the reservation of interest then move to the reservation admin tab Select the delete button and then verify The ATS USER MANUAL SCHOOL EDITION 44 system will delete the reservation To leave the process select the X in the upper right corner of the screen REPORTS SCREEN Each report has a different set of Report Filters that the user can select to create the report results they desire B Repos Select the report of interest and the report filters will appear on the right portion of the screen Select Report Report Filters Bin Tools Below Reorder Point C ble Hi C greater than a specified date This is Consumable History by Location Consumables in Stock by Facity useful if some assets are checked out to a Consumables in Stock by Location 1 uen nds inr location or employee over a long period Tool Assignment by Class and Type fool Assignment by Class and Employee of time and you do not want these assets fool Assignment by Class Type and Location Lee cee pera to appear on monthly reports Tool Assignment by Employee Split Pages t by E With R ble Locations When the filter
68. tton The text will be added to the label in the barcode font Drag it to the desired position on the label If a database field is needed as a barcode select the field from the Data Source box and add it to the label When the label is printed the actual data for that field will be printed on the label as a barcode ADDING A HORIZONTAL LINE ELEMENT Select the Horizontal Line button in the Element Options panel Click the Add to Label button A horizontal line segment will be added to the label design in the upper left hand corner Drag it to the desired position on the label To change the size of the line place the mouse cursor over the right end of the line When the cursor changes to a double arrow click and drag the endpoint to the desired length ADDING A VERTICAL LINE ELEMENT Select the Vertical Line button in the Element Options panel Click the Add to Label button A vertical line segment will be added to the label design in the upper left hand corner of the label Drag it to the desired position on the label To change the size of the line place the mouse cursor over the bottom of the line When the cursor changes to a double arrow click and drag the endpoint to the desired length ADDING A BOX ELEMENT Select the Box button in the Element Options panel Click the Add to Label button A box will be added to the label design in the upper left hand corner Drag it to the desired position on the label To change the size of the box
69. ve 2 Select the Save button to save the changed Maintenance Item Select the Cancel button to exit the Maintenance Item change without saving the changed Maintenance Item If the Maintenance Item was saved the changed Maintenance Item will appear on the Maintenance Item list Deleting an Existing Maintenance Item To delete a Maintenance Item select the Maintenance Item to be deleted and then select the Delete button 1 The system will check to see if the Maintenance Item is assigned to an asset 2 If so the system will not allow the Maintenance Item to be deleted You may inactivate the Maintenance Item to prevent it from being assigned to future assets To leave the process select the X in the upper right corner of the screen FACILITY ADMINISTRATION Facilities are the upper hierarchy of locations In other words locations are tied to a facility Due to this structure at least one facility is required by the system Eig Facility Administration 35 To begin the process select Facility Administration from the Facility Administration Support menu FP Facility information consists of Facility Name D HEN Unique Name up to 40 characters and is required Address up to 40 characters long but is not required City up to 40 characters long but is not required State up to 2 characters long but is not required Zip Code up to 10 characters long but is not required Notes up to
70. yellow after those records have been committed The Commit function may be performed several times Records that were previously committed will be skipped Once a Commit function has started no further downloads will be accepted from a handheld until the downloaded records are cleared IMPORTANT The Commit function changes asset data A message will appear to alert the user to sync all handhelds with the PC to update the reference file on the handheld The Clear button will remove all records from the temporary download table in the database making way for new download information The system displays a warning message prior to clearing the records The Report button will print a report of the records displayed on the grid ATS USER MANUAL SCHOOL EDITION 47 GigaTrak provides 90 days of telephone support for ATS from the date of purchase GigaTrak will advise on installation issues but the customer is responsible for network and SQL Server installation Our hours are 9am to 5pm central time Monday through Friday During this time you are entitled to any updates or new releases issued by GigaTrak By purchasing an extended support one two or three year agreement these services are extended Onsite support is available at additional cost Please call 262 657 5500 Option 2 with any questions ATS USER MANUAL SCHOOL EDITION 48 ATS USER MANUAL SCHOOL EDITION 49

ATS USER MANUAL SCHOOL EDITION

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