BassetPro - SageData Solutions
Contents
1. 77 ACTIONS FIANDBELD c e aur eit ee e e ERN les 79 Action Menu Audit esses 79 Action Menu Quick Audit eese seien nnns 80 Action Menu Audit by Owner sse 81 Action Menu Notes toe a He edes 81 Action Menu Missing 022 4 0000000000000000000 nnne 81 Action Men ii iiit teer eio bu Re rer expos 81 CHAPTER eniro oia 83 BassetPro SageData Solutions SET P MENU re he adas ebro ibi 85 Short A sa E 85 CHAPTER Tdci 87 HELP EE de 89 Help Menu Set Date Time sisse eene 89 Help Menu seiten 90 Help Menu Format Data DiSk 90 APPENDIX A M 93 FREQUENTLY ASKED QUESTIONS 2 95 Communications File Transfers not working sss 95 B DIEI 97 INSTRUCTIONS FOR IMPORTING EVALUATION DATABASE eccsccesseeecseeeeceeeeeeeeeeeeaueeeeaas 99 APPENDIX 101 New FEATURES FOR BASSETPRO VERSION 103 On ihe Handheld eed asus 103 103 Sa2. pr w If you wish you can enter freeform note up to 100 characters by click ing on Write When your note is completed click on Attach then Done SageData Solutions BassetPro 33 View Menu Asset List Although this screen appears under the VIEW menu option you can also print or export a report from this screen You can choose to print or view ALL your assets or only those associated with a particular Owner Location or Short Description You can also choose between a Con cise one line per asset or a Full more detail report View Menu View Bar Codes In viewing bar codes you can use the bottom and side scroll bars Note that the bar codes are listed in numerical order sorted by type asset location manufacturer owner or supplier brew Mar oan n D LII Aue ara ums Bari zum Bami IEF ara NI SARA Fra TU apria un Arei Hints TERED B rm M MENT MISA FIDE sm eas T View Menu Transactions When opening View Transactions you will automatically see the last record that you were working on Click on Find Item then either scan or key in the bar code number you wish to see the history of 34 BassetPro SageData Solutions Item info
3. Ae ILEI TR 1 Aue sale Taar ZIEL Auchla Dus Yaar Lick Ese Thandi le ee 11 11 Tra Leal Tar 1 Pieri Ti EST n 1 1 H rm Petal SEW 7 ki Ls hear ELLE 1 H rm bind wa vage Dr Dal Hmm 1 SageData Solutions BassetPro 45 Sample Reports Asset Report AAA Al P3 JLo rhi Ln 114 FHI PAA E GE L Qe TRAD ALB A eee L5 EEE Les READ NY FE Cal Wall dest mug wu Aun SIT WIIG TH Th EM EA E ELTE E RN M RUM T YOU wold amA CIAD lel OA 2H 4 TH lt a dr lH DO u i id mil AS LIU 40322 470 hn Lo ADSI LE ac ne EL EI Wn BRE Tas TH 1 24 51 Theme EH H HHA Selsey JG Laas ITC Je Lea an re X ES Pak Lino ania orm 5 ad Bee 1E AS PLR H ne EIC t CL nr o HR T vU rad IPFE LHEL h TR 7 Hr Trim zz A SL ran al de 401 BassetPro SageData Solutions 46 Asset R
4. Hp 7 fih T bei 2 BASSET dme The screen shown above will then appear At this point you will select ASCII as the format and Refresh as the update type After clicking on Import a warning screen will appear click Continue Once the Import is complete a message will appear the top right hand corner of the screen Press any key or click the mouse to continue Click on Done Congratulations you should now have a sample database SageData Solutions BassetPro 99 Appendix C New Features We at SageData are continuously striving to develop an asset management package with the end user in mind We take the input from our present and future clients and try to accommodate each organizations needs This appendix will cover all the recent changes to BassetPro on both the PC and the Handheld Appendix C New Features for BassetPro Version 3 3H On the Handheld Missing Assets This function allows you check a particular location in your database for any assets you may have missed while performing an inventory See page 88 for further information about this function On the PC Setup Owner Setup Owner and Setup Owner Detail screens have been combined to simplify adding editing and deleting owner information List button added to make searching for an owner easier See page 22 for more information Setup Location Setup Location and Setup Location Detail screens have bee
5. Upload from Handheld Always ensure your time is correct on the Workabout as the system uses this date automatically and it is crucial to the accuracy and integrity of your data BassetPro on the PC Chapter 1 Overview the Setup Menu In this chapter we will cover the Setup Menu and how you can use it to maximize BassetPro s potential on your PC In this menu you can setup Assets Manufacturers Locations Models Suppliers Short Codes Owners Class In the Setup Menu you can also choose the settings for What type of Handheld you are using Which communications port you are using on your path on your network where your BassetPro data is stored Your printer settings Changing the names of your fields and labels to better reflect your organization Chapter 1 SETUP MENU The SETUP Menu is where you lay the groundwork for your asset infor mation database You can opt to retain the default field names If this is the case continue with your set up starting with Location only if you are using only the PC program as typically you would set up the Locations using the handheld File Setup Action Wiew Report Help Asset Location Supp lier Owner Manufacturer Model Short Code Delete lt lass Bar Code Hand Held Communications Network Printer Fields Label lobal SAP fields If you wish to customize the field names to suit your working environment cursor down
6. BassetPro SageData Solutions the asset is found click on Associate note the upper right hand corner Association was successful You can now access that record by the new bar code number Dispose Un Dispose The Dispose feature allows you to take assets out of active use Once an asset is disposed of it will not show up in reports and will not be downloaded to your handheld To dispose of an asset go to the dispose screen key in the barcode number and click to dispose button in the bottom left hand corner of the screen As a precaution the system will ask you if you are sure about disposing of your asset Note gt h Bn mde P Prom LL You can only dispose oe of Asset barcodes rn Heer Less Homies hit xr 2 Owner Location Manufacturer and 2 2 Tanah ma Supplier barcodes A ji Co Tias Paris nn cannot be disposed A Pa Cata wig Teppan mem p m ee horas Un dispose screen looks works the same as the dispose screen Once you have un disposed of your asset it will become active again and show up on reports and be downloaded on to your handheld SageData Solutions BassetPro 29 Chapter 3 CD View Menu This chapter provides information about the options available in the View Menu on the PC Although you can not make changes to the dat
7. Interface and not the RS 232 e Older version of our software that does not run on new OVAL units f Internal Fax Modem and a Serial Mouse already on your PC must disable mouse to enable communications Better still is to use a PC that doesn t have an internal modem g Always have Workabout start communications FIRST h Try re booting Workabout press PSION E CTRL DEL keys together PSION Key is bottom left hand key i Ensure that LINK is OFF from Workabout s System Screen Configurations Must have a separate data disk we do not use internal memory due to support issues A program disk comes with package Communications is the main problem that people have with our programs Any other questions about the use of the program can be easily an swered by referencing the user manual index pages or by sending an e mail to nt sage ca SageData Solutions BassetPro 95 APPENDIX nenn Database BassetPro is delivered to our clients with a blank database If you are using this copy for evaluation purposes please read the following appendix for instruction on how to import a sam ple database Appendix B INSTRUCTIONS FOR IMPORTING EVALUATION DATABASE If you are using BassetPro for evaluation purposes we have included a sample database for your convenience To install this database go to File and select Import Full Import ab dae is da mart hadd copado herir Herma
8. menu to check how much free disk space you have on your data disk If this is under 10K then you will want to transfer all your data to your PC first then format your disk FORMAT DATA DISK fre You Sure 7 ALL DATA IS ERASED from your handheld after formatting the disk By pressing Y for Yes the formatting will be initiated To cancel out this action either press N for No or ESC to return to the main menu The Main Menu of BassetPro shows you how many thousands of charac BassetPro SageData Solutions ters are available on your data disk If you notice that your BassetPro system is slowing down during an audit and you haven t formatted your disk in 1 2 months it s advisable to transfer all your information to your PC format the disk and then transfer the data back to the handheld APPENDIX A Frequently Asked Questions 2 Many of our users experience difficulties with communications This appendix was Ip those users troubleshoot what the cause is of theircommunications problems and to hopefully answer any questions you may have Frequently Asked Questions Communications File Transfers not working Typically occurs when a Wrong comms port selected try Comm 1 then Comm 2 b Comms port is faulty try another PC built by another manufac turer this is very very common even one way data comms is possible c Serial cable used and not aNULL MODEM cable d Cable plugged into Bar Code
9. the following fields Supplier Manufacturer Model Short Code and Class Note that the Setup screens are very similar for all five fields Only one will be described in detail In the screen s lower portion all entries previously made are displayed In the middle portion of the screen you can choose to Add Edit or Delete eniries In the to portion of the screen the item you have selected from your list will appear Add To add a item click on Add Now click on Save Repeat this procedure for the remaining item you wish to add to your list Delete When you need to delete an entry click on the field to select it and then click on Delete You will be prompted to ensure you wish to delete that item SageData Solutions BassetPro 17 Aal DE asd een HERH aire Edit To Edit an entry select an entry from the bottom portion of your screen click on Edit make your changes and then click on Save Setup Menu Location In Setup Location you can Add Edit and Delete items as you could in the previous setup screens Unique to Setup Location is the capability of establishing a location hierarchy E Pome Cem gen To select a parent for your selected location click edit and click find in the parent description section of the screen You will then be prompt to enter either a barcode or descrip
10. you want to make changes cursor down to Set Date Time and press the Enter key SET DATE TIME The Date Time is Wed 82 Jun 1999 15 13 51 Update DATE TIME Press Y for Yes or N for No Wed 82 HOUR INUTE DAY MONTH YEAR Your cursor will be blinking at the Hour Field When you have entered the hour press the Enter key Continue down your options pressing the Enter key to confirm your data SageData Solutions BassetPro 89 When you have confirmed the Year field BassetPro will indicate your choice with Press any key to continue You will be returned to the Help Menu Help Menu Scanner You must select the scanner being used either T for Tethered separate scanner attached to Workabout with a cable or I for Integrated Laser scanner only One exception is forthe Workabout WAND choose T for Tethered Using your cursor keys move to Scanner and press the Enter Key Press T for Tethered or for Integrated You will be returned to the Main Menu Help Menu Format Data Disk 90 Your data disk stores all the data collected by the handheld through the Audit and Notes functions When you have completed an audit with the handheld you would upload this information to the main database being held on the desktop version of BassetPro Depending on the number of assets you are working with you may want to format the data disk follow ing each audit You can check the bottom of the screen of the main
11. BassetPro The Ultimate Bar Code Tracking System Please Read This First BassetPro is delivered with a blank database If you are using this program for evaluation purposes please see Appendix B to install the sample database 1992 2000 by Sage Data Solutions Inc All Rights Reserved No part of this publication may be reproduced stored in a retrieval system or transmitted in any form or by any means electronic mechanical recording or otherwise without prior written permission of Sage Data Solutions Inc The software described in this manual is furnished under license and may only be used or copied in accordance with the terms of such license You can contact SageData Solutions with comments ideas or suggestions for improving future editions by e mail nt sage ca fax 613 225 8664 voice 613 225 4404 or snail mail 1948 Merivale Rd Nepean On K2G 1E9 Introduction Thank you for choosing a SageData Solutions By using BassetPro we know that you will save time money and reduce administration overhead Our programs are developed with the end users in mind which can start using the system immediately taking full advantage of its benefits Our systems are intuitive and designed for a specific niche application You receive a custom tailored package for the price of an off the shelf application The original BASSET program is in use by many different organizations all over the world To deve
12. a 51 File Menu Transfer siii GO AD EE ERES 51 File Menu Transfer Download Options 52 File Menu Export Data E nnns 53 File Menu Import Data a 53 File Menu Import Data View Structure Basset 3 54 File Menu Import Data View Structure Full 55 File Menu 6 A 56 FiS Menu lt Backup ie Hn e e Pad edere 56 File Menu iion b BED On 57 CHAPTER ec ER 59 2 e be pire un t mie 61 ABOUT P he 61 CHAPTER 7 eoe eterne a da 65 HARDWARE SETUP ten tc e ti ee ias 67 Workabout Computer nennen nnne 67 ett de e En nf 67 Low Battery Warning nnne 68 Automatic Switch Off sisson e e e eret e i P 68 TIOUDIGSlIQOlInQ io prr eer DRE E a ta d 69 RUNNING BasserPro ON THE WORKABOUT 70 Initial Set up Workabout essi sienne nens 70 Main Menu Handheld 78 CHAPTER 8 242 23 73 FILE MENU HANDHELD 1 1 1 11 11 06 nennen nnne nennen rennes 75 CHAPTER ns
13. a within the View Menu it is a very valuable tool when used to review func tions you have performed thus far that can be viewed include All information pertaining to a particular asset with a search method in case you are unsure of the barcode View preview and print various user customized reports One line per item list of all barcodes within BassetPro Ability to view a complete transaction history of each asset A complete outline of your data base that can be viewed or printed All notes written on your assets a very powerful for tracking maintenance history View your complete location hierarchy right down to the assets in your locations VIEW MENU View Menu Asset Detail File Setup Action Chapter 3 MENS Report Help Asset Detail Asset List Bar Codes Transactions Transaction by Owner System Status Notes Location Asset Detail lets you search for a record by using the Clue function If you enter an asset s number you will go directly to the record Or you can type in a clue ie computer and press Enter To see additional search results click on Find Next When you have completed your search click on Done to return back to your Main Menu A he es ns nae wb PA Da A ami foc jn na wen nam Ds om p m xl m wre teenie 33 annum nm Dee ar um ENET memm
14. communications with your Handheld Exporting and importing data to and from various formats including spreadsheets ASCII and SAP Reindex all files and data within BassetPro Perform back up of your BassetPro data just in case Each of these functions will be explained in more detail throughout this chapter Chapter 5 FILE MENU E BassetPro Version 3 3H File Setup Action View Report Help Transfer TH Export Data Inport Data b Reindex Backup Extended Functions Exit File Menu Transfer Choose this option to transfer your data between your PC and handheld computer Note gt Only the following fields E are downloaded to the 1 P dnd Fono a nd ei handheld Asset Bar Code v D Number Short Descript Pa lara ar GE ri m ion Serial Number Location Model Manu hir N der eae shee ee F a facturer Comments Cost bar Purchase Date Class Collator and Owner SageData Solutions BassetPro 51 Note gt On your Psion handheld load BassetPro select Communica If you see retries in tions Mode and press Enter The Workabout screen indicates the bottom left hand that the Workabout is Ready From your desktop click on side of your PC Download to Handheld The transfer is complete when indicated screen the connection between 01 Your Screen From this scr
15. d 24 CHAPTER Bio is 25 ACTON MENU Sa ratum tete t tete eet ER etre 27 Audit by Location or seen 27 ASSOCIA iac b iL P D a a e Te ete bi 28 Dispose Un Dispose nennen trennen 29 CHAPTER 3 24 22 33 VIEW MENU qt nan 33 View Menu Asset 22220002022000000 eene nnns 33 View Menu Asset List 34 View Menu View Bar Codes sse 34 View Menu Transactions essen nnne 34 View Menu Transactions by Owner sse 35 View Menu System Status nnne 36 View Menu Notes iiie nee eve pd eei 36 View Menu Location nnne nnne nnns 37 CHAPTER A oo regen 39 REPORTS MENU 41 Reports ASSES vai ioco endum a Uia v ei RR 41 Report Menu Missing nnns 42 Report Menu Report of New Assets sse 42 Report Menu Suppliers esee eene innen nna 43 Report Menu Manufacturers essen 43 SageData Solutions BassetPro 5 Report Menu System 5 4 1 200400000000000000000000 43 Sample Reports a a a aiaa a aa 45 Sample REPO Sii teh rit o a e petra 46 Samiple FI DOrts a 47 Da 49 EIEE MENU bbs a oer d
16. e deadline are considered missing Time Stamp Print Print Preview Done You can change the criteria by clicking on the Deadline for Report field The date format is mm dd yy Report Menu Report of New Assets You have the option of sorting your Report by Bar Code Description Serial Number or Location The Starting Date defaults to today s date and includes ONLY those new assets added today You have the option of keying in an alternative date in mm dd yy format STARTING DATE IS BIGGER THAN TODAY S If you select a date in the future the following error message will be displayed upper right hand corner of screen 42 BassetPro SageData Solutions Report Menu Suppliers This menu choice lets you print off a list of suppliers held in your system BE 5 oo FAST ne IH BAE 5 OF ZUPPUERE LOIN dd IA a y 4 af Report Menu Manufacturers This menu choice lets you print off a list of manufacturers held in your system In the following Print Preview illustration note that double col umns have been used GS 134 BARCODE AT REPORT OF MANUFACTURERS Com BABE FRA UF Report Menu System Status The System Status Report is the window to the status of all asset location information SELECTIONS Use Previous Calculation generates a copy of the previous calculation of informati
17. ed Press Enter and the screen will display the following message Communication Mode Workabout is Ready The Workabout is now ready to communicate with the desktop version of BassetPro Scanner BASSET 3 2 3535K Integrated Wed Znd Jun 1999 83 82 28pm SageData Solutions BassetPro 75 Chapter 9 Vase Handheld Action Menu This chapter will cover the menu that is most used within BassetPro on the Handheld the Action Menu The following tools can be used within the Action Menu Perform a physical Audit or if you want to perform a quick check on your assets Quick Audit Write and view Notes on your assets Verify your data s information including location using the View function All of these features will be covered in greater detail through out this chapter Chapter 9 ACTION Handheld Quick Audit Audit by Owner Notes Scanner View U Integrated ass Action Menu Audit Audit and Quick Audit function basically in the same manner Audit has the capability to Association Edit and Add in new assets locations models manufacturers and owners If the bar code number is not found you will have the option to Add it or Associate it with an existing record When you choose Add you then tell BassetPro if it is an Asset or Location bar code When you add ina new asset you must press the Menu key and enter the Model Manufac turer and Owner fields to get a selection of previously entered item
18. een you also have the option to Upload from Handheld The procedure is the same your Handheld and PC has failed Click ESC check your Comm Port setting and try again File Menu Transfer Download Options When Downloading to your Psion Workabout you can select several options You may be performing an inventory on assets that have a large dollar value and don t want to download all of your small items this is very handy when you have a big database From the Download Options screen you can select a value limit and BassetPro will only download assets from your database that have a specified dollar value and higher You may also require a particular location in your database on your Psion Handheld Through the Download Options you can select as many loca tions you want to send to your handheld By downloading by location you will still download all of your assets from your database but you will only download the specified location barcodes A A UL inue Corman caes vaa md m e uis ond 211 7 Te Lis icol icum Len mmi Terren Ln ann Each of these options can be used on they re own or together For exam ple you may be interested in two locations in your database and in those locations you only want to audit assets that have a dollar value of 1000 00 or more 52 BassetPro SageData Solutions File Menu Export Data Here you can export all your data or a partial selectio
19. eport issing Sample Reports M rH LE lv PME od EL Ph Le II Sid A 5 AR MEE F L Vieh I L Inr UL OST 0 I HERI T Y AU IAS Tum 3154 1 559 10 02 ee ACA M LA TA AA LS E ES E wT N A HILS eA I TYI JEWZL A TA Mi 12 455 2 7M AR HAT ILS IL ar AA TIL 0 50 de ll hee T ME Anm byari zh Ar Dade rr a Le T args Sr eM SLOT NII q rn YH zh H SH h LL Yh TH LL at 4142034 HE Tra Ki n rh San BAD nim rr si EF Lg wo neuen Juri Hri PT Hl A HH ian EY sadi dez PANLITI nir A iH Me PH d d 155500 47 BassetPro SageData Solutions Chapter 5 Overview File Menu The File Menu on the PC has a variety of functions that you will use on a day to day basis when performing your asset management Chapter 5 will describe the various functions in greater detail The following functions can be performed through the File Menu Preparing your PC for
20. etPro 23 Setup Printer Printer and printing options are set from this menu Please note that your Windows printer settings will override these settings 2 Acte 8 Chapter 2 Overview Audit Menu Chapter 2 explains the available features within the Action Menu on the PC The following features are available within the Action Menu Perform a physical Audit by a specific location Perform a physical Audit by a specific owner Associate more than one barcode to an asset Ability to Dispose and Un dispose of an Asset from your live database Each of these features will be described in greater detail throughout this chapter Chapter 2 ACTION MENU File Setup View Report Help Audit by Location Audit by Owner Associate Dispose Un dispose Audit by Location or Owner The Audit function is a quick and easy way to keep track of your assets by a particular location or owner Both screens look and operate the same except one tracks assets by owner and the other by location Cm umm Erse Pium Cim n hr is _ To start Scan or key in your Location or Owner Bar Code and press the Enter key Next Scan or key in the Asset bar code number and press the Enter key Note the bottom left hand corner of the screen with give you a message such as asset was moved or asset audited If you key in an incorrect or unkno
21. geData Solutions BassetPro 7 BassetPro Start to Finish Install BassetPro on your PC by choosing RUN and entering a setup Double click on your BassetPro icon You are broughtto the Main Menu of BassetPro Next under the Setup menu enter your Supplier Owner Manufacturer Class and Model fields Still within your Setup menu cursor to Asset and enter all the pertinent information for your assets You can skip this step if you import your existing data or plan to capture your data on the handheld Insert your BassetPro program disk 128K SSD into the bottom slot B of the Workabout and your data disk into the top slot Close the Disk Battery drawer Start BassetPro by pressing the PSION CTRL DEL keys simultaneously BassetPro will load automatically Ensure that the Workabout screen is displaying the current date and time If not cursor to Help Set Date Time and make the necessary changes Cursor to Scanner Type and select T for Tethered 2 piece system or I for Integrated 1 piece system NOTE the integrated Wand is treated as a tethered scanner In the Action Menu use the arrow keys to go to Audit scan in your Location bar code and then your Asset bar codes entering the information requested Under the File Menu select Communication Mode so that the Workabout is in Ready mode Connect your Workabout to your PC either with a cable or put it in the docking station On the desktop select File Transfer
22. h it to an asset You can enter and view notes exactly as you would in the desktop version Action Menu Missing Assets The missing assets function on the Psion handheld is a quick and easy way to check a location you have just audited for asset you may have missed By scanning the location you wish to check for missing items the system will provide you with a list of items that were in that location the during the previous audit but were not scanned this time For example if you are auditing an office that had a printer in it the last time you performed an inventory and it was not scanned this time the Missing Assets function will tell you a printer is missing Action Menu View This options allows you to scan an asset and see all the informa tion that you would see in the Audit or Audit by Owner screen mede in tie gacor PLUS the last location the item was inventoried in and the last as itis a view screen date and time the asset was scanned only Note amp No changes can be SageData Solutions BassetPro 81 Chapter 10 Ovaries Handheld Set up Menu The Setup Menu on the Handheld is used specifically to setup short codes for your short descriptions of your assets Setting up your short codes in advance will prove to be a time saving step when your perform your physical inventory for the first time This chapter will describe the step to take to make your BassetPro system more efficient Chapter 10 Set
23. ial number if all else is the same You are able to make changes to the other fields by clicking on them but it is a fast and easy way to enter repetitive information Setup Menu Assets MORE SAP Fields These extra screens were designed to enable you to input extra data that is necessary for importing your data to SAP Pe Wee p Ben deem pM SS Tee mer Dem Powers Clann D iga Hasani ina A Ber tn eee Sort Pores betes Lam Damen meii bs Hemd ir mana o ear darm Pariani iii arom Funken ee RRA eed Pega 1 ima Pp man 2 Has Pis Me eres Mus Setup Menu Handheld This setup option allows you to choose your specific handheld computer Click on the handheld you are using and then on OK 22 BassetPro SageData Solutions Epei hard bald orange type T HIE T E ntermec Setup Menu Communications This menu option allows you to set your communications port 1 or 2 If you set COMM Port 1 but your data transfer does not appear to be working correctly try Port 2 Set PC Communication Port Select PC Port N Communication Port 1 Communication Port 2 Setup Menu Network This option lets you enter the path to where your database is stored ban Merkel Beer Fk Dampi FP LE SageData Solutions Bass
24. ion allows you to make a backup copy of your main data base This is recommended that you do on a daily basis In addition you might want to have a copy on disk off site or in a safe storage place To restore your files you have to manually copy the files from the backup sub directory to your BassetPro data directory and then run Re Index from the File menu Backup Dieta bom UTOA TAS Backup Dista de ee 56 BassetPro SageData Solutions File Menu Exit Exit will end your BassetPro session You have the option to cancel this action and return to your Main Menu screen Exit Basset x This will end your BASSET session Cancel The Help Menu is currently used to give system information You may find SageData Solutions BassetPro 57 Chapter 6 Qu Help Menu this information helpful when you are looking for your network ID or wondering what version of BassetPro you are using Chapter 6 HELP MENU About System summary information is shown as indicated below It will display how your BassetPro program is setup That is where your data is stored which communications port you are using your Network ID and what version of BassetPro you are running Hase E Hara Heid PH EAEAN Heise Greve STAY Comer 11 Comm Pl F BASSET PPO Yanim 1 1H 431112001 Sage Die Sele dec Lm SageData Solutions BassetPro 61 BassetPro on the Handheld Cha
25. lop BassetPro we took the best traits from BASSET and incorporated features requested by users resellers and potential users BassetPro is Year 2000 compliant and network ready This manual should answer most of your questions about how to set up and operate the hardware and software for your BassetPro system If it doesn t please don t hesitate to contact me as indicated below We always welcome feedback comments and suggestions from our customers Fax them to me at 613 225 8664 send an e mail to nt sage ca or you can call me at 613 225 4404 Nancy Tervo Table of Contents INTRODUCTION Iran een 3 BASSETPRO START TO FINISH ann 9 CHAPTER 13 SETUPAMENU at o Sa eatis 15 Setup Menu 2 0 00 2 22 12 0020000000000 16 Setup m eet a ede senken 17 Setup Menu 18 Setup Menu Owner unsuunssssnnnnnnnnnnnnnannnennnnnnnnnnnnnnnnannnensnnnnnnsnnnanan 19 Setup Menu Bar Code 20 Setup Menu Asset bete Ln p beata Biete et 21 Setup Menu Handheld esses sienne tha 22 Setup Menu Communications sss 23 Setup Menu 2 23 Setup Printer tee oett e a ea B eret e p
26. n based on the date location or owner fields You can select what format you want your data to be exported in the file name and directory as well dos Cei gl ed idl EEE Sabor Tota Midas ASCH Lohn Zu Add io MESSET ABCE ore _ File Menu Import Data You choose one of three import formats Full Import Basset 3 x or SAP Use the one that is most appropriate for your situation Export Data Select Format ASCII Comma delimited Excel Lotus SAP Select Assets All Updated after 10 25 2000 For Location For Owner Drive and Directory for Export Drop Export Done SageData Solutions BassetPro 53 The Import File Structure can be viewed by clicking on the View Struc ture button and printing it out for future reference You can import exist ing databases by way of an ASCII text file spreadsheet or SAP format Make your selection as appropriate either ASCII or spreadsheet and if you want to Add append the data to your database or Refresh which overwrites your current database with new data use with caution Please Note When setting up your data s structure the puchase date format should be mm dd yyyy File Menu Import Data View Structure Basset 3 x Note gt If you are going from BassetPro version 3 x to Basse
27. n combined to simplify adding editing and deleting location information List button added to make searching for a location easier See page 21 for more information Setup Asset Ability to add information to the six pop up menus on this screen See page 24 for more details Trasaction by Owner View and print transaction for a particular owner in your database You are also give the option to select how many years back you want to view See page 41 for more information Full Report Information entered in the comments field of an asset now appears on reports if the information type full under View Asset List Screen is selected See page 38 for more information Download Options You can now choose to a particular dollar value or only certain locations when downloading from your PC to your Psion Workabout See page 58 for more details SageData Solutions BassetPro 103 SageData The Barcode Experts Sage Data Solutions Inc 1948 Merivale Road Nepean Ontario Canada K2G 1E9 Tel 613 225 4404 Fax 613 225 8664 E mail nt sage ca or www sage ca
28. n for your asset on the screen Press Tab to move to the next field In fields with a drop down box you can move quickly to your choice by pressing the first letter of the name that you are searching for For example pressing the h key to find Hewlett Packard BER _____ AE lu ren aem tur rmm Eee z z z A A 3 ai 3 1 D 3 Dam m B If the information you require is not in one of the pop up menus on this screen you can click the little box to the left of the field name and add it to your list iem cene i aen ndm e When you have completed your entry choose one of the options at the bottom of your screen More to enter SAP information Save Next Save Exit or Exit Exit will not save your current entry or changes If you enter a bar code for a previously entered asset its information will be displayed and you can edit this information If you wish to discard all of your entered information click on the Clear button SageData Solutions BassetPro 21 Clone an Asset When you have a number of identical items like 12 boardroom chairs you only need to enter the first chair s information a quick way to enter repeti tive information is to clone the information Enter the information for the first asset then click Clone Product The background of the screen will change to indicate that you are in the clone product mode In this mode you only have to scan in the bar code label and enter scan in the ser
29. olutions BassetPro 39 Chapter 4 REPORTS MENU NOTE File Setup Action View Help Assets When you print Missing Assets your settings New Assets from SETUP Suppliers Printer will be in effect Manufacturers System Status You can request reports of your Assets Missing Assets New Assets Suppliers and Manufacturers and the System Status which is a sum mary report of your BassetPro data base In all Report operations you have the option of Printing Viewing or Previewing your report Reports Assets In your opening screen you have the option to sort by Description Manu facturer Model Number or Serial Number See the end of this chapter for sample reports Report of Assets Order f iD Manufacturer Model No Serial No Print Print Preview Done SageData Solutions BassetPro 41 Report Menu Missing Assets Note that the default in Deadline for Report field is today s date and includes ALL assets whose time stamp is later than this date A sample situation suppose you started an inventory on September 15 ending on September 20 You would enter the date as September 15 as any assets that had a date of September 14 or earlier would be labeled as missing as they weren t found during the inventory Report of Hissing Assets Deadline for Report Order by 10 30 2000 Bar Code Description TIP All assets with time stamp befor
30. on held in your system Recalculate this Month and Last recalculates the information held in your system for the current and last month Does not recalculate for year to date Recalculate All recalculates all information held in your system SageData Solutions BassetPro 43 System Status Report Select Recalculate this Month and last Recalculate All pes After using BassetPro for a while you might accumulate thousands of pieces of equipment in your system and many transactions BassetPro could take a few minutes to recalculate your system s statistics and gives you a message for you to confirm that you really want to do this The System Status Report is very useful for generating a quick snap shot ofthe number and value of assets you have within BassetPro It also shows you the number and value of assets disposed of When you do a back up of your BassetPro data the date of your last back up will also be displayed in your System Status Report You have the option to Print the report or to Preview it on your screen display 44 BassetPro SageData Solutions Sample Reports System Status Report GOL ABSET TRACKING SYSTEM SYS EM OSTATLS REPORT TERE Pa TERN Mr Loa lr 21 Bupha Wn al Blue 114 inm Aoma Buc Umm Si 5 SuUAFENT STATUS Lal Hei Pp HL OBS
31. orkabout and the data disk in the top slot A Press the following three keys simultane ously PSION CTRL DEL The Psion logo will fill the screen first next the BassetPro intro screen and then your Main Menu Main Menu Handheld 70 File Action Communication Moria fot Set Date Tine Formas Deta Hak Edi OcA BazsetPro Wer 3 21 541K integrated Thurs 17th June 1999 02 03 20pr Your Main Menu options are File Action Setup and Help The bottom left of the screen indicates the program name and version and the date setting of the Workabout The bottom right of the screen indicates the room available on your SSD in 1 000s of characters 1941K means that you have 1 941 000 charac ters available on your data disk in the handheld BassetPro SageData Solutions Important To protect the integrity of your data Always make sure that the date and time is correctly set SageData Solutions BassetPro 71 Chapter 9 Handheld File menu The File Menu on the Workabout is a menu you will probably use quite frequently since it is where the communications mode is Whenever you need to communicate with your PC you will need to be in communication mode on your Handheld This chapter will describe the steps to take to ensure that every use of the communications mode on the Handheld is a successful one Chapter 8 FILE MENU Handheld In your File Menu Communication Mode is highlight
32. pter 7 Overview Handheld Computers This section of the manual will cover how to maximize the efficiency of your handheld computer when used with BassetPro You will come to understand very quickly how valuable the mobility of BassetPro is to your organization s asset manage ment In this chapter we will discuss Psion Workabout handheld computer Main and back up batteries Troubleshooting the Workabout Initial setup for BassetPro Main Menu of BassetPro Chapter 7 HARDWARE SETUP The PSION Workabout handheld computer will be illustrated in this por tion of the manual Disk A Data Disk B Program Main Battery Compartment Holster Socket Workabout Computer The Workabout is a robust handheld computer ideal for mobile use outside of an office It is dust proof and splash proof Should you ever need to clean it first turn it off and then gently wipe the keyboard and screen with a soft clean dry cloth Batteries By pushing the Disk Battery Drawer Release Button upper left hand corner the top part of the Workabout will pop out and you can slide in your program and data disks Two AA alkaline batteries can be inserted in the battery component SageData Solutions BassetPro 67 You can use ordinary rechargeable batteries or a special PSION battery pack Note gt If you use standard Ni Cad rechargeable batteries and not the On the MX PSION Workabout rechargeable bat
33. r code Workabout locks up If an application crashes i e you get no response when you key infor mation on your keyboard you will need to reset the Workabout Do this only when you have tried the previous troubleshooting suggestions To reset the Workabout press the PSION CTRL DEL keys all at the same time When you turn the Workabout on again it will beep briefly display the PSION logo screen and automatically start the BassetPro Program If you were in the middle of an entry or transaction it is possible that you may have lost that entry Just go back and scan the location and asset bar code to ensure that the last changes had been saved Data Transfer Isn t Working If you ve tried to transfer data and the system is not responding properly SageData Solutions BassetPro 69 check to make sure that the cable connecting the Workabout to the PC is attached to the RS 232 interface If this is not the problem ensure that the cables are securely connected to their respective interfaces On the PC you can change the communi cations port under the Setup Communications menu and see if this resolves your problem There can be an additional problem if your PC has an internal fax mo dem You may have to temporarily unplug your mouse and connect the communications cable to that interface on your PC RUNNING BassetPro ON THE WORKABOUT Initial Set up Workabout Insert the program disk in the bottom B slot of the W
34. rchase Date Date 8 J Class Character 10 K Status Character 1 L Collator Code Character 4 M Depreciation Code Character 1 N Warranty Date Date 8 O Contract Number Character 20 P P O Number Character 20 Q Time Stamp Character 16 R Manufacturer BC1 Character 20 S Manufacturer BC2 Character 20 T Manufacturer Code Character 2 U Manufacturer Desc Character 30 V Model BC1 Character 20 W Model BC2 Character 20 X Model Code Character 2 Y Model Desc Character 30 Z Supplier BC1 Character 20 AA Supplier BC2 Character 20 AB Supplier Code Character 2 AC Supplier Desc Character 30 AD Location BC1 Character 20 AE Location BC2 Character 20 AF Location Code Character 2 AG Location Desc Character 30 AH Owner BC1 Character 20 Al Owner BC2 Character 20 AJ Owner Code Character 2 AK Owner Desc Character 30 Total 689 SageData Solutions BassetPro File Menu Reindex The Re index feature is used as a housekeeping tool It is suggested that if you system crashes or you import a new database you should perform the reindexing function Reindex Note gt If BassetPro is being used by multiple users then ensure that users are not accessing the data before performing the reindex SYSTEM WILL REBUILD AND OR CREATE ALL INDEXES Done To use this tool click on the reindex button When reindexing has been completed the system will prompt you to press any button to continue File Menu Backup This funct
35. rmation is summarized at the top History transactions include the date and time it was added to the database and when an asset was moved or audited It will show you when and where the item was moved with the From and To location names i dol ee m j View Menu Transactions by Owner Transactions by Owner is similar to Transactions but instead of display ing the history of a particular asset this feature displays history of a par ticular owner When you click List Owners the owner menu will appear From this screen you can select an Owner and view the transaction history You can also print or preview your selected owner s transactions This function is especially useful if you use Owner barcodes in place of Location barcodes SageData Solutions BassetPro 35 mua Bia Ip tessa fe sim ame Pere amem E DOR Ld dir me wer oe View Menu System Status The System Status Report is described in the Report Menu section View Menu Notes The View Notes feature is used to print or view notes written about your assets One particular asset or all your assets notes can be viewed or printed from this screen You can also select the number of years you want to view the notes on your assets For example if you have been writing notes on a particular printer for five years but only want to view the notes for the past year select 1
36. s to choose from By entering the first letter of your Model Manufacturer or Owner you will immediately go to the beginning of letter s section in the handheld If you were looking for Hewlett Packard you would press the letter then E At any time you can use the up and down arrow keys to highlight your choice You then press Enter to accept that choice If there is a Model Manufacturer or Owner you need but it is not in your pre set menus you can add it by first pressing the Menu key then start keying in the information A screen will pop up saying item not found press Enter to add continue adding the information then Enter again to save Pressing Enter takes you from field to field and ESC gives you the option to Save the information or to forget it SageData Solutions BassetPro 79 If you choose the Associate feature you can Associate a new bar code number with a previous bar code serial number or old asset number Press Tab to see your options and choose accordingly Action Menu Quick Audit 80 This feature is used to speed up the inventory process Not all Audit features are available to the user For example you will not have the ability to Edit the asset information or to Associate it with another tracking number e g serial number I Barcode Desc Ser No Class Cost Scan Location BarCode or press ESC Scan or key in the Location bar code If you are using the keypad key in the n
37. tPro Quantity Section and Active Fields are not imported If you want to retain these fields move their information to another field e g Building and then rename the field in Setup Fields Fields 18 19 20 are consoli dated into the Location Description 54 The following details the file structure of the data to be im ported Col Name A N lt XXS lt CHMDOVOZET AGS ASSET BAR CODE LOCATION QUANTITY OLD_ASSET NUMBER SECTION DESC1 DESC2 MODEL NUMBER MANUFACTURER SERIAL NUMBER COMMENTS COST DATE PURCHASED CLASS ACTIVE INACTIVE COLLATOR CODE TIME STAMP BUILDING FLOOR ROOM SUPPLIER OWNER WARRANTY DATE DEPRECIATION CODE CONTRACT NUMBER P O NUMBER Total BassetPro Type Character Character Numeric Character Character Character Character Character Character Character Character Numeric Date Character Character Character Character Character Character Character Character Character Date Character Character Character Width 20 20 373 SageData Solutions File Menu Import Data View Structure Full Import The following details the file structure of the data to be imported Field Name Type Width Dec Index Collate A Asset Barcode Character 20 B Asset Barcode2 Character 20 C Old_Asset Number Character 20 D Desc Short Character 20 E Desc Full Character 100 F Serial_Number Character 20 G Comments Character 30 H Cost Numeric 10 2 Pu
38. tery packs you cannot Workabout the recharge them while they are in the Workabout computer Disk Battery D Rel Be When changing the main batteries the Workabout is powered by back of the the lithium backup battery If you remove both the lithium and handheld upper AA batteries at the same time you will lose all the data stored in left hand corner the main internal memory of the Workabout Information stored on your SSDs solid state disk do not need battery power to keep their contents safely stored and have a shelf life of many years Low Battery Warning When the main batteries become low a Main battery is low message is displayed on the bottom right hand corner of the Workabout screen With a low battery the Workabout may have enough power to display information on the screen or accept data that you have typed on the keyboard however it may not have enough power to save information or to scan in a bar code If you try to do something for which the Workabout does not have enough power it will automatically switch off No information will be lost as the backup battery will maintain the information in the internal memory for several days It is recommended that you change batteries as soon as possible after receiving a low battery warning NOTE It is possible to damage the solid state data disk SSD and corrupt your data files if you attempt to save the information and the batteries are too low to write
39. tion clue 18 BassetPro SageData Solutions Once you have typed the desired clue click find the location you re quested will appear in the parent description field Lut Pie Lies gram Pep Setup Menu Owner In the Setup Owner screen you have option to setup owners with or without barcodes As in Setup Location you can Add Edit or Delete information about your owners Information such as department address telephone number can also be added in the fields provided Note In most cases when you setup owner barcodes it is because you wantto track your assets by who has them not where they are SageData Solutions BassetPro 19 Setup Menu Bar Code Scan or key in your bar code number and ensure that you have selected the correct Type Click on Continue Setup If the bar code is recognized by the system as already in use this infor mation is displayed in the upper right corner ofthe screen Wait a few seconds the screen will clear and your cursor will be positioned back in the field awaiting a new number Set Bar Code Enter New Bar Code ee Select Type f Location C wner Custodian C Manufacturer C Supplier Continue Setup Done Click on the information you want the bar code to reference 20 BassetPro SageData Solutions Setup Menu Asset Start by scanning or keying in the Asset Bar Code Number Enter all the pertinent informatio
40. to Label Global You only have to change these field labels once and the change is reflected in the whole system including the Handheld The screen display below illustrates how you can use two languages and you can Set the labels for the original ones or Option 1 or 2 Note that whatever you choose these titles will be downloaded to the handheld SageData Solutions BassetPro 15 Setup Menu Fields Highlight the screen you wish to customize and click on Select Only the first three choices are currently activated Menu Main Menu Setup and Setup Asset In the Output Name column double click on the field name you wish to change Note that each of these fields have a 40 character maximum Make your change Enter and ESC back to your Set Fields Sub Menu You will be asked to restart BassetPro only if you change a MENU item To restart BassetPro click on the Exit button within the File menu This will end your BassetPro session Reload BassetPro simply by double clicking on your program icon 16 BassetPro SageData Solutions If you want to convert your changed field name s back to the default s from your Main Menu select Setup Fields and Reset All Again the system will request that you restart BassetPro for Global overrides the changes to take effect anything that you do in this setup section Note gt The field labels setup under Label Setup Menus Input the information for
41. to flash If you get this message then turn the Workabout off and put in fresh batteries before attempting to go any further Automatic Switch Off The Workabout switches off automatically when it has been idle for a certain amount of time normally five minute 68 BassetPro SageData Solutions When the Workabout is turned off no information is lost When turned on again you continue exactly where you left off even if you were in the middle of an entry Troubleshooting If your Workabout seems to be malfunctioning read the relevant sections below and carry out the recommended checks and corrective actions If they don t solve your problem contact your supplier The Workabout Won t Turn On When you first switch on the Workabout there may be a delay of a few seconds before any information is displayed If the screen continues to remain blank try pressing the Contrast key If this doesn t work you will need to check that the Workabout is receiving power make sure that the charged batteries are fitted correctly Workabout Turns Off When You Scan An Asset This is usually an indication that the batteries are running low Check your batteries and insert new ones if needed This will typically happen with laser scanners when the batteries are running low Scanner Won t Scan In the event the scanner will not read a bar code check the Workabout to ensure you are in a BassetPro program module that is asking you to scan in a ba
42. umber and press Enter If the bar code number is invalid a mes sage to that effect will appear on the screen ESC and re enter the number The description of the Location bar code will be indicated at the top of your screen and you will be asked for an asset bar code Key or scan in the number If the asset number you scanned is not registered to the Location bar code a warning will be given You now have the option to Ignore or Move The situation where Ignore would be used you are in the President s office and have completed your audit You move to the Warehouse and start to audit If you do not change the Location bar code to the Ware house you will be given the option to Move or Ignore When you choose Ignore you can ESC back to enter in the Warehouse Location bar code and then continue with your audit To move the asset press M for Move This will automatically create a transaction record see View Menu Transactions for an example When you have completed your audit press ESC to go back to the Main Menu BassetPro SageData Solutions Action Menu Audit by Owner If you have assigned barcodes to owners within your database this func tion will allow you to perform an inventory by a particular owner The screen works and looks the same as Audit the only difference is Audit uses location barcodes and Audit by Owner uses owner barcodes Action Menu Notes Notes allows you to type in a 100 character message and attac
43. up Menu Short Code Short codes are valuable in reducing the amount of keystrokes you need to used when entering data for your assets Enter a clue or the short code for the description you are looking for and press Enter to search Enter Clue for Short Description mt Cancel Search Ese Enter If the short code is already in the system it will appear if not you can input the description you want assigned to that short code Press Enter to save or Esc to cancel Edit Short Description mmo 2 Note gt Desc Printer Laser If there is a short code Cancel Save Delete you want to delete perform the same steps as outlined above and press Tab to delete to short code SageData Solutions BassetPro 85 Chapter 11 Overview Handheld Help Menu The Help Menu on the handheld is used for a variety of func tions each will each be described in this chapter The Help Menu offers the following tools Setting the proper data and time Formatting your data disk Choosing the type of scanner your organization uses with BassetPro We think you will each of these items valuable housekeeping tools to use with BassetPro Menu HELP Handheld Action View Transfer Set Date Time Set Scanner Type Wed 2nd Jun 1999 63 37 51pm Help Menu Set Date Time Firstly ensure that the Workabout s time and date setting is correct You will see this at the bottom of your Main Menu If
44. wn bar code number the system will warn you that Bar Code xxx was not found SageData Solutions BassetPro 27 Associate 28 carere van an DE er im 1mm senes I Mim emm le denm Erim Dm Er oe PHRI date and time stamp for that asset will automatically be updated to the current date and time To do an audit from a new location or owner just scan or key in the new Location or Owner Bar Code Assets tracked by BassetPro can have their existing Old Asset Bar Code or Serial Numbers associated with anew bar code number This is typically used if existing data via spreadsheet or ASCII Text import is used and the items to be tracked do not have bar codes attached to them eet iar hr Cam rita PI T pe mr Jaari Dim ams mi aa 17 Din ha imm First key or scan in your bar code number in the New Bar Code field Next find the asset you want to associate with this new bar code number In search mode select Type of Clue either Non Bar Code or Bar Code and enter a search clue in Asset Clue Now click on the Find box You can cycle through the search results by clicking on Find Next When
45. year and the notes for the current year will appear Br 7 iam cA E Ceni 36 BassetPro SageData Solutions View Menu Location The View Location screen is another place where the set up of your hierarchy can be viewed On the 1 level of the hierarchy all locations that do not have a parent are listed To view assets or other locations that fall under a particular location double click your desired location or asset The locations and assets attached will appear you can continue these steps until you reach the location or asset you wish to view Lent d he Lanes SageData Solutions BassetPro 37 Chapter 4 Overview Reports Menu Chapter 4 will describe the various reports you can generate through BassetPro Each of the reports described can be viewed previewed or printed The following reports can be requested from BassetPro A full report of all assets within your live BassetPro database A report of all assets that are missing since your last physical inventory was taken Assets that have been added to the system since a specified date A complete list of all suppliers and manufacturers in your database A complete breakdown of your database including a dollar value of what your assets are worth Each of these reports will be covered in more detail throughout this chapter There is also sample reports included at the end of this chapter SageData S
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