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Exteris Handbook

1. Company name at top of Workorder Address at top of Workorder City State Zip at top of Workorder Shipping Address Shipping City State Zip Phone Number State License Certification Number Contact Name The first time you start Exteris you will be taken to the initial configuration screen shown above Enter all of the requested information Your Operator Code and Activation Code are written on the Exteris Installation Instructions NOTE The Activation Code is good for only a single quarter of the year It expires on the first day of every January April July and October Call 1 888 EXTERRA the week before each expiration date to get your new Activation code Your Operator Code never changes Export The next step is the initial export of data to Ensystex e Place a blank formatted 3 5 diskette in your floppy drive e Follow the instructions on the export screen e Mail this diskette and the signed Certifcation to Ensystex to notify us of your successful installation NOTE As part of your use of Exterra you will preform the export process twice a month This is an important condition of your use of Exterra 23 Call 1 888 Exterra for support Initial Screen Whenever you start Exteris after your initial installation the screen below will appear Exterra Information System Checking for valid configuration done Checking date of last valid export done Checking printer configurat
2. e Leave PPLA disabled Exteris will ignore the PPLA and continue to schedule station inspections during the PPLA according to the configure check period values you have entered see previous section e Enable the PPLA system and use the maximum length period values for both baited and unbaited stations To do this enable the PPLA The maximum values are already set for each zipcode e Enable the PPLA but decrease the length of the PPLA PPLA are set for each zipcode e Enable the PPLA for unbaited stations but not for baited stations Enable the PPLA Set the values for baited stations to 000 but leave the values for unbaited stations alone e Enable the PPLA for only certain sites This is done from the Site Editor 14 Call 1 888 Exterra for support Special Considerations for PPLAs longer than 90 days If you are using the PPLA and you live in an area in which the PPLA is longer than 90 days you need to keep the following Labyrinth label language in mind If the number of days excluded according to this rule exceed 90 then schedule the date of the first inspection after the end of the period of predicted limited activity according to the rule or within 30 days of the date of the end of the period of predicted limited activity whichever of these two dates occurs first What this means is that if you adhere to a PPLA longer than 90 days you must inspect the site within 30 days of the end of the PPLA If the PPLA is 90 days or less this
3. Have Disk Cancel Apply Microsoft Backup is now loaded on your computer Once this process is complete close the Control Panel and go to the Creating a Microsoft Backup Job section of this manual 107 Call 1 888 Exterra for support 20 expiration of 21 Adobe Acrobat Reader 75 Alpha Stations 31 32 77 Authorization Code quarterly update 60 backup data 62 assigning 27 entering 31 17 processing 41 reconciling 44 Check Period Configuration Report 54 check periods configure by site 50 configuring 55 77 Colony Elimination confirming 59 configuration 60 Deleting A Site 49 Deleting a Station 51 Export data 22 62 to text file 63 64 20 ExScanner Activating Exteris 61 ExScanner Preferences Button 68 ExScanner Printing User s Manual 67 Exteris Activating Beam Receive 68 Feeding Cessation Report 59 Individual Site Information Report 35 Individual Station Information Report 54 Inspection Data entering 45 Inspection Workorder entering data from 43 expiration 55 force generating 39 51 reprinting 35 47 61 Inspection Workorders printing before due 77 reprinting 77 20 Installation Workorder entering data 28 field generated 33 printing 28 reprinting 35 47 61 108 Installation Workorders reprinting 77 Job Type 26 lost workorder 47 61 Main Meu 24 Manuals printing 75 Modifying A Site 49 20 Pending Site Installation Repo
4. eccceceeceeeeeeeeeeeeeeeeeeteeeeeeseeneeeeeeeeaeeeeeeaaeees 19 Flexible Use of the ExSCannel ccccccceceeeeeeeeeceeeeeeeeeeeeseneeeeeeeneaeeeseneaaeeeseeeaeeeseeeaeeeseneaeeeseeaaes 20 EXPORT OF DATA TO ENSYSTEX icc ccicccecedseccecescectedecevecdneeduncueseuvecens edstevescuvecdnesdetenens sduteveeeuvecee 21 INSTALLATION OF EXTERIS 01 ie cecaiccccesdezcecesstecececaiencsesieicesesscueceedsecdecesudeneneasnaneceesseetacnssieneneaszeee 22 STARTING EXTERIS rnana ar ekayla aA Nar ekai ai 23 IAIN MEN o ia n RE E ER ata ee ek cen Sucve wut ees ab A E ONEEN 25 NEW SITE MENU cicctceciseiete ects ctecevctuedcwedie ia tecdtued ceedenea epevinaneeg ensi se ASAREE ANOKA EATIS ONNEA AEREE ArAnA 26 1 Computer Generate Installation Workorder Before Installation 0 c ceeeeeeeeeeestreeeeeeee 26 2 Print Computer Generated Installation Workorder before installation ccceeeeeeeeee 28 3 Enter Installation Data from an Installation Workorder after Installation 28 3a Entering Installation Information from a Pregenerated Installation Workorder 0 29 3b Entering Installation Information from a Field Generated Installation Workorder 34 4 Enter New Site Information Collected with ExScanner cccccecceeeseeeeeeeeeeeeeeeeeeneeeteneaees 36 5 Reprint Installation Workorder Batch 0 ccccceeeseeeeeeeeneeeeeeeneeeeeeeeeeeeeaeeeeeeeiaeeeeeeneeeeneaaes 36 EXISTING SITES MENU oie occccccsfeceesct
5. 91 Call 1 888 Exterra for support Suspending a Site It may at times become necessary to suspend a site For instance a customer may not pay an annual renewal on time For this reason you can suspend a site s inspections at any time from the site editor When a site is suspended it will noted on the Site Check Date Forecaster with the word suspended instead of a next scheduled inspection date You can also unsuspend a site reinstate it When a site is reinstated Exteris will recompute the inspection due date for all stations from the date they were last inspected without regard to how long it was suspended and print a workorder if one is due Workorder expiration After a certain number of days after the inspection due date workorders that have not been completed will expire The default value is the same interval you have assigned between inspections of baited stations however it may be any value between 7 and 30 days Whena workorder expires a replacement workorder is automatically printed No replacement barcodes are assigned with the replacement workorder You must postassign barcodes for this site Entering barcodes after inspections You must enter barcodes before you begin the process of entering inspection data Barcodes can be entered either by scanning them with a barcode scanner or keying them in on the keyboard If you have a barcode scanner attached you can still enter barcodes from the keyboard This may be necessary if
6. ALPHA NUMBERED STATIONS ARE NOT ENTERED ON THIS SCREEN Esc to cancel without saving When an Installation Workorder is pregenerated station numbers and barcodes are generated for 25 more stations than you have indicated you will install Press lt Enter gt to skip over a single station that was not installed When you are through entering information for all the stations that were actually installed at the site skip over the stations you did not install by entering lt Ctrl gt lt D gt You will see the following message All stations for which no serial numbers were entered will be removed Done editing Y N If you enter Y the unassigned stations will be erased leaving only the stations for which you have entered serial and barcode numbers Comments Station comments are not required but can aid in locating stations The installation technician will write comments at the bottom of the Installation Workorder Station Comment Editor Station Comment station is behind porch station is under deck station is beside doghouse 31 Call 1 888 Exterra for support Alpha Stations Alpha stations are additional stations that are placed between previously installed stations They are called alpha stations because they are given the same number as the station next to them PLUS a letter of the alphabet For instance an extra station placed between station 13 and 14 would be called 13A This scheme is used so that stations added
7. Anticipating Next Station or Barcode Number In some cases such as when you are entering barcodes and station serial numbers from an Installation Workorder Exteris anticipates what the next number will be It places this number in the entry field If the number placed in the field is correct simply press enter to enter the barcode number If it is incorrect simply type over it with the correct number 93 Call 1 888 Exterra for support Using Windows Microsoft Backup to Backup Exteris Data It is important that you backup your Exteris files on a regular basis A minimum of one backup every week is recommended Exteris files are backed up with Microsoft Backup The following instructions explain how to use Microsoft Backup whenever you wish These instructions are consistent with Microsoft Backup as contained in Windows 98 If you are using Windows 95 there may be some slight differences in this routine Selecting Your Backup Media The choice of media onto which you backup your data is yours Microsoft Backup can backup data onto floppy disk zip disk or tape If you have a large number of sites it may take more than one floppy disk however because it compresses backup data a single floppy can hold a large number of sites Creating a Microsoft Backup Job of Your Exteris Data If Microsoft Backup is not installed on your computer refer to the Installing Microsoft Backup section of this manual If you attempt to start Microsoft Backup as i
8. TERMITE INTERCEPTION AND BAITING SYSTEM EXTERIS USERS MANUAL For use by Exterra Authorized Operators only Version 1 90 manual If you are working with a later version of Exteris a newer version of this manual is available on your Exteris CD ROM It can be printed out using Acrobat Reader Appears next to items in the Table of Contents that are new or significantly modified with this version of Exteris 1 Call 1 888 Exterra for support Table of Contents WHY EXTERIS ress cceccvcss teetesctecensincee sv beceteatiscteecesin a tlnnsactiesesnctiacetee 5 INSPECTION VERIFICATION cccccssseeceseseeeeeeeseeeeesesneeseeeeneeseeceeneeseseeneeseseseaeseseeneeseseeneeseseseeeans 7 SYSTEM USE AND SYSTEM USE SUBTYPEG cccccsseeeeeeeeeeeeeseeeeeeeeseeeeeeeseeeeeenseeeeeenseseeeenees 10 Initial System Use Subtype Tables 0 ee eecceceeeeeeeeeeeeeeeeeeeeeeeeeeeeeaeeeseeeaeeeseneaeeeseeaeeeseeeanees 11 CONTROLLING AND ALTERING STATION INSPECTION INTERVALS cccesseeeeseseeeeeeeees 13 Configuring Check Periods ccccecccesseceeeeseeeeeeeeeeeeseeeseeeseeeseeeeeseseaeseseseaeseseeseaeseseseaeseseseaneeeeees 13 Period of Predicted Limited Activity cccccsseecceseeeeeeeseeneeeeseeseeeeseeeseseseeseseseaeseeeseanseeeesaes 14 EXTERIS AN OVERVIEW 633 icecsccesecechesstegectesi levccet ee ceetes eteyedeect lentes sueveccnstcceacs esuoeetee sueveecrsteceier stare 16 A Special Note on the Handling of Barcodes
9. N 6 Reset Barcode Rolls Choose this option only if you are instructed to do so during a technical support call to Ensystex 61 Call 1 888 Exterra for support Export Exterra Information System Export Menu kkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkk 1 Export Data to Ensystex 1st and 15th of Month 2 Transfer Export Data to Ensystex TECH SUPPORT ONLY 3 Export Site Data to Text File PCO use with other programs 0 Return to Previous Menu kkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkk 1 Export Data to Ensystex 1 and 15 of Month Exteris will prompt you to export data on the 1 and 15 of the month or the first day after these dates that you start Exteris Ensystex uses this exported information to bill you for your use of Exterra When you are prompted you must perform the export before proceeding If you attempt to perform an export between the time an export has been done and the next export due date 1 or 15 Exteris will warn you not to proceed You may perform the export but you will still have to perform another export on the 1 or 15 Data is sent to Ensystex either over the Internet or by mail on a floppy disk Sending system use data by the Internet is possible only if you have a connection to the Internet You must answer a number of questions before proceeding with an export These questions include how many uninstalled stations you h
10. Once this is selected press the Next button to continue Edit View Tools Help E wll adal selah el olal rl r Backup Wizard Click the check box next to the items you want to backup What to back up My Computer 3 My computer IAS C Isengard Brel Networks 4 Atl 06 DOSAPP OG eapci 32 A EXTERIS aAA DATA OG EXPORT yorey gt Options For Help press F1 96 Call 1 888 Exterra for support On the next screen select to backup All selected files Then press the Next button What to back up Specify whether to back up all the files you have selected or only the files that are new or have changed since a previous backup Cancel lt Back u Star J MyBackup gic Options For Help press F1 Next you must select where you which to store the backup data Please place a disk in the floppy or zip drive you wish to use for the backup at this time You do this by selecting the folder icon cartoon that looks like a file folder next to the name MyBackup qic Where to back up Select a destination for the backup The selected drives folders and files will be stored on the media in the destination you select Where to back up Y T Options For Help press F1 Z 97 Call 1 888 Exterra for support At this time the following box appears in which you should select your floppy drive or zip drive Press the down arrow next to Look in to pull down the drive listing Where to
11. 001 Date BA AT IR EM SR Daia 100 w wW EE E 05 01 700 075 wre E F o4 01 00 100 ye EK E 03 0100 075 EO EEE 02001 7000 100 W EKE KE ok View Legend 81 Call 1 888 Exterra for support This screen appears when the view legend button on the last screen is touched Editing or Deleting Data Entered into the ExScanner You can edit or delete any station data you have entered up to the moment it is transferred to the Host Computer by reentering the site and station number When you are finished entering station data at a site press the Done button To exit ExInspect press the Applications icon home button 82 Call 1 888 Exterra for support Install New Site Begin the new site installation routine by pressing the nsta l New Site button When this button is pressed the next screen will appear From this site you can begin installation of a new site or you can edit data for a new site that was installed earlier and is still resident in the ExScanner because its data has not been transferred to the host computer 83 Call 1 888 Exterra for support Begin a new site installation by pressing the Begin Installation button at which time the following screen appears You can optionally enter customer data at the beginning of the new site installation process on the next four screens You can also choose to enter this information on the host computer after you have transferred the new site data back to this co
12. 72 Configuring Exteris for an EXScanner sssssssriseriieerrrrserirrdsrerrdsnninnsisaneannnaadinnuasdnnanneitannananaan 72 ExScanner IN USe narrer reenn EE AA DANEAS AAEE AEE N N 73 Generating Workorders for Use With an EXScanner eessseseessserisseerrrsserrrsstirrssrrnssrtrnssrernsnt 73 Transfer of Station History Data from Exteris to the ExScanner seseseeeerisseerrrserrresreeresres 73 Using the ExSeannen inthe Field oaa r eraa RAIER R NEATE AEA 73 Accessing Data on the ExScanner 0 eccceceeeeeeeeeeeee eee eeeeeeeeeeeeaeeeeeneaeeetenaeeeeeeneaeeetenaeeesenaaeees 74 ExScanner Pull dOWn MeMnuS cccccceeeeeeeeeeeeeeeeeeeeaeeeeeeaeeeeeeaeeeseeaeeeseecaeeeseeiaeeeseenaeeeesenaes 75 Reports Pull Down Menu ecccceeeeeeeeeecaeeeeeee eee ceaaaaeeeeeeeeeseceaaeceeeeeeesecsaeaeeeeeeeeesensennanaees 75 Customer MfOrmeation sassarese et AE AEE ARE EER EAE E EN 75 Slation iMornmaA UNa e RRE EA E R E AE ONEA EE 76 CheckPeriods Pull DOWN Meni reris sirrtrs sanre K ika EEEE ENKARA RETIRE REEK RE REAREA EAEAN ERI FERA KK SERESA 77 Global Check Period Configuration esssesrrieerinsiririeririnssrirrdsrrnuneitunnsnnstadiiuuadtnnaaneinanaaaan aan 77 Individual Site Check Period Configuration ececececeeeeeeeeeeeneeeeeeeeeeeeeeaeeeseeeaeeeseeaeeeeeenaeees 78 Beginning the Inspection ProCess c ccccccceeeeeeeeeeeneeeeeeeneeeeeeaeeeseeiaeeeseecaeeeseeneeeenenteeesenaaes 78 Entering Station Data into t
13. Additionally use of Exteris is mandated in the Exterra License Agreement you signed when you became an Exterra Operator Using Exteris properly and to its fullest extent is the single best thing you can do to ensure that your use of Exterra is as effective and hassle free as possible Exteris What is it Exteris is short for Exterra Information System Exteris is a set of computer programs and an optional portable field data input device ExScanner that makes it easy for you to e Manage Exterra sites and station inspections e Comply with the Labyrinth label e Verify that station inspections are performed One part of Exteris is a computer program that is installed on a desktop computer most likely at your place of business This program is the centerpiece of Exteris This program does many things to help you properly manage your use of Exterra For instance it generates individual workorders for each site at predetermined times During site inspection visits the technician records station information on the workorder or optionally enters it into the ExScanner This site information is brought back to the office where it is input into the host computer This information is then used to update the conditions present in each inspected station at each inspected site This program then generates followup workorders using the updated station information The timing of the generation of such Workorders is based on the conditions found in the stat
14. Call 1 888 Exterra for support Backing Up an Existing Exteris Backup Job You should be here only if you have already created an Exteris backup job as explained in the last section Once you have created an Exteris backup job using the steps above you will be able to backup your Exteris data in just a few short steps Using an Existing Backup Job to Backup Exteris Data Open Microsoft Backup by selecting the Start Menu then clicking on Programs then selecting Accessories then selecting System Tools and then finally selecting Backup 102 Call 1 888 Exterra for support On the next screen select Open an existing backup job and then pressing OK Microsoft Backup tah C MyBackup qic Next select the existing backup job named Exteris by clicking on it and then clicking on the Open button ase Aa Sls ol Ee I Open Backup Job E e U pe o o E 103 Call 1 888 Exterra for support When the screen below appears insert the floppy or zip disk on which you wish to backup your data and press the Start button to perform the backup Gi Microsoft Backup Exteris Job Edit View Tools Help Asle ol Sls a Restore Backup Job JExteris aa What to back up 71 Desktop My Computer All selected files New and changed files My computer H A C lsengard Ea Networks Og D H 0 H Hason on Lott m Mca 1 H 0 I Install on Lothl T IT ram pn I
15. Exteris after the Workorder is turned in for processing The general information entered into Exteris for a site includes customer name and address plus other information such as installer name and perimeter lineal footage around structure The station information includes station number station serial number barcode number installed and general comments about the station such as its location at the site Generating an Installation Workorder Pregenerated or Field Generated You have two choices concerning completion of an Installation Workorder pre generating one with Exteris and giving it to the technician to complete in the field or allowing the technician to complete or field generate a blank Installation Workorder in the field Exteris is designed to handle both of these options easily Pre generating an Installation Workorder with Exteris After a new installation is sold but before it is installed installation data can be input into the computer to pregenerate an Installation Workorder Installation Workorders are normally pregenerated to maintain an orderly work flow in the office The main advantage of pregenerating Workorders includes the capture of information into Exteris before the installation is performed and preassignment of barcodes to stations This reduces the amount of paperwork a technician must complete during an installation During Installation Workorder pregeneration barcodes are preassigned to stations Barcodes
16. Host Computer Exteris and ExInspect Installation The following instructions assume that Ais a 3 1 2 floppy drive and C is your hard drive All host computer and ExScanner software are contained on the Exteris CD ROM Place the CD ROM in your host computer CD ROM reader Make sure you install the CD ROM with the correct side facing up Side with writing or label on it should be facing up Within a few moments a screen will appear that prompts you to transfer software from the CD ROM to your harddrive If this screen does not appear click on My Computer gt CD ROM Drive from the Windows desktop Follow the instructions for installing the software on your computer When you have done this you will have transferred all related Exteris programs onto your computer s hard drive Exteris has also now been installed on your computer You must now enter personalized information to begin use of Exteris as explained in the manual under Starting Exteris and also explained below Configuration Screen Start Exteris Click on the Exteris icon that has been installed on your Desktop You can also start Exteris by going to Start gt Programs gt Exterra gt Exteris Activation Code Exteris starts by first taking you to the Configuration Screen shown below CATCNIS AERES ENET Enter your Operator Code and Activation Code along with the other information you are prompted to enter After you enter this information you wil
17. Installation Workorder If you answered Yes to the question above the following menu will appear Enter Installation Data from Installation Workorder Date of installation 12 02 1999 Route ABC Installer Do you wish to edit the site information Y N ARE YOU SURE THE ABOVE INSTALLATION DATE IS CORRECT YIN Input barcode and serial number information Input comments Do you have any alpha numbered stations to input Y N Do you wish to configure this site for individual check periods Y N Date of Installation Be careful to enter the correct installation date Failure to enter this date correctly can result in incorrect scheduling of the first inspection and violation of the Labyrinth Temite Bait Label Route If you have established a route system for Exterra site checks enter the route number to which this site is being assigned Installer Enter data processing number or other identifying term for the installation technician If an identifier has been previously entered that is incorrect it can be changed at this time Editing Site Information Selecting this option takes you to the site general information data entry screen to enter or correct general site information This is the same screen at which you entered information for the site when you pregenerated the Installation Workorder 29 Call 1 888 Exterra for support After you verify that the installation date is correct by anwering the capitalized que
18. Print PLA by Zipcode Report Print the PLA by Zipcode Report to determine what the default PLAs are for the zip codes in which you have sites A sample follows Period Limited Activity by Zip Code This report is a list of every unique zipcode you have used and the period of predicted limited activity associated with that zipcode Lengths marked with an have been user configured for a shorter PLA Unbaited Stations Baited Stations ZipCode Begimning Date Ending Date Period Length Beginning Date Ending Date Period Length 28302 12 04 03 03 ogo 01 18 01 18 000 28303 11 22 03 16 115 11 22 03 16 115 28305 11 24 03 13 110 127 03 11 105 57 Call 1 888 Exterra for support 3 Colony Elimination switch stations back to unbaited status According to the type of station you may be using round or square and or check period settings you may have chosen the length of the interval between baited station inspections may be less than that for unbaited station If this is the case then whenever a baited station becomes unbaited again there must be a routine to notify Exteris of this change What follows is that routine Presumed Colony Elimination or Not When a station is baited the length of the check period for that station is automatically changed from that of unbaited station to baited station Whenever termite activity disappears from a station for more than 60 days this station will begin appearing on a Feeding Cessation Report you are p
19. These are individually referred to as Initial System Use Subtypes All Initial System Use Subtypes fall into one of two categories In one category is the Standard System Use Subtype All other Subtypes are in a separate category The Standard System Use Subtype differs from all other Subtypes in one important respect All other Subtypes allow for payment of part of the Initial System Use Fee to be deferred to the First Maintenance System Use Year The Standard System Use Subtype requires that the entire Initial System Use Fee be paid the first year The first question you may have is why does such an arrangement exist The answer is this arrangement is intended to create an incentive for your use of Exterra in certain types of situations that you may not be as inclined to use it as you might be otherwise These uses include preconstruction change of ownership and liquid treatment conversion It is your option to take advantage of these Subtypes and you are encouraged to do so However keep in mind that if you elect to use them you are creating an obligation to pay a greater amount for this sites at the time the First Maintenance System Use Year Fee becomes due Also keep in mind that when you choose to use an Initial System Use Subtype other than a Standard System Use complete customer information for each of these sites is transferred to Ensystex not just for a random 10 as applies to Standard Initial System Uses Listed below are the different ty
20. Use Date and ending on the Second Initial System Use Anniversary Date e Termites are found in a station at the Site at any time after Initial System Use and all Components are not removed from the Site within thirty days of the discovery of termites at the site e Bait is placed in a Station at the Site or any Component installed at the Site is used for the purpose of termite control as opposed to termite monitoring 12 Call 1 888 Exterra for support Controlling and Altering Station Inspection Intervals Configuring Check Periods The Labyrinth label contains the following language with respect to station inspection scheduling The length of time between receptacle inspections is dependent upon the type of receptacle Square 40 cubic inch station If termite activity is known to be present in the structure at the time receptacles are initially installed inspect all receptacles three times at approximately 30 60 and 90 days after the date of completion of initial receptacle installation If no termite activity is present in the structure at the time receptacles are initially installed inspect all receptacles for the first time within approximately 90 days after the date of completion of initial receptacle installation Thereafter inspect any receptacle that does not contain Labyrinth within approximately 90 days after the date of the last inspection of that receptacle Inspect a newly baited receptacle two times at approximately 30
21. and 60 days after the date of initial bait installation Thereafter as long as the receptacle continues to contain Labyrinth inspect the receptacle within approximately 45 days of the date of the last inspection of the receptacle Round 80 cubic inch station and bag If termite activity is known to be present in the structure at the time receptacles are initially installed inspect all receptacles two times at approximately 45 and 90 days after the date of completion of initial receptacle installation If no termite activity is present in the structure at the time receptacles are initially installed inspect all receptacles for the first time within approximately 90 days after the date of completion of initial receptacle installation Thereafter inspect receptacles within approximately 90 days after the date of the last inspection of the receptacles This language specifies the maximum amounts of time that can elapse between station inspections Based on the judgement of the operator and local conditions and other factors it may be necessary or advisable to schedule inspections more frequently than these maximum time periods For this reason Exteris incorporates extensive functionality that allows the operator to gain complete control over the timing of inspections of every station Unbaited Stations Time between inspections of unbaited stations can be set between one day and ninety days Baited Stations Time between bait installation and f
22. are handled on the following screen The station numbers are displayed along with entry area for data that will qualifiy the station for data entry 46 Call 1 888 Exterra for support Inspection Workorder Exception Screen Enter X in column 9 below if column 9 on W O is marked X or checked Enter barcode in column 15 only if barcode appears at 15 on W O Enter station serial in column 16 only if serial appears at 16 on W O 09 15 16 No exception 0000000000 0000000 Old barcode not scanned 0000000000 0000000 Old barcode not scanned Three types of data are considered as proof of station inspection and are entered on the screen as shown above 1 A check beside column 9 signifying that a new barcode was put in station You must enter an X here if an X appears in this blank on the Workorder You cannot access this field for a station that was not scheduled to be inspected since no replacement barcode was printed in column 9 on the Workorder 2 A postassigned barcode number entered in column 15 3 Anew station serial number entered in column 16 After these entries are made Exteris permits data entry if the data entered satisfies the conditions If the data is not satisfactory data entry is not permitted for the stations for which data is not satisfactory Entering Inspection Data from the Workorder Now that you have entered and reconciled the barcodes for stations that have been checked you are
23. are scanned into Exteris you can print out site plans anytime you print workorders Equipment Needed to Use ExScan Refer to the Computer Equipment Options and Configuration Section of this Manual Activating ExScan To activate ExScan click on the ExScan icon on your Windows Desktop Scanning Site Plans into ExScan Acivate ExScan Enter the number of the site you are scanning Choose scan site plan Replacing an Existing Site Plan Activate ExScan Enter the number of the site for which you would like to replace the site plan Note If you attempt to scan something too large into ExScan you will get an error message 64 Call 1 888 Exterra for support ExScanner ExScanner is actually two different handheld computing devices as explained below that run the same Palm Operating System The original ExScanner is a Palm Pilot manufactured by Symbol Technologies The model number of the ExScanner is the SPT1700 The SPT1700 has a built in Barcode Scanner The principle advantage of the SPT1700 is its ruggedness The newer ExScanner is a Palm Pilot Handspring Visor with a Symbol CSM150 barcode scanning module installed in the slot in the back of the Visor The princple advantages of the Visor are its low cost and small size The Visor can easily fit in a shirt pocket A postion from which it will invariably fall from and break if you are not carefull Ensystex has written software that is loaded onto the ExScanner either mod
24. at any time as it takes up a minimal amount of computer resources Restarting Hostsync Manager Hotsync Manager will be restarted automatically whenever you restart your computer You can also restart it from the Windows Desktop by clicking on Start gt Programs gt Palm Desktop gt Hotsync Manager If when you attempt to Hotsync your ExScanner and nothing happens the reason may be that HotSync manager is not running on your computer 87 Call 1 888 Exterra for support Documents on Exteris CD ROM In addition to Exteris the CD ROMs you are sent on a regular basis contain serveral different documents that are central to your use of Exterra Always refer to your latest Exterra Operator Update for the latest listing of these documents Installing Adobe Acrobat Reader When you install Exteris you should also install the Adobe Acrobat Reader Several important files such as service and sales manuals that are on this disk can only be accessed with Acrobat All of these documents have file names that end in pdf The Acrobat Reader will only run on Windows computers To install the Adobe Acrobat Reader click on the button labeled Install Acrobat Reader on the Main Installation Screen that appears when you load the CD ROM into your computer Documents on the Exteris CD ROM accessible with the Adobe Acrobat Reader After you have installed the Acrobat Reader you can print out several different manuals on the software To do this install the CD R
25. be asked to tell the computer which COM port the cable is attached to Click on the number of the COM port to which you have attached the cable If you do not know enter COM 1 If you make an error in selecting the COM port see the instructions for correcting the error at the end of the Installation Instructions At the end of the installation process you will be asked whether or not you want to install Mail software Answer no to this question unless you plan to utilize the ExScanner for this non Exterra purpose Synchronizing and Installing Exlnspect Software on the ExScanner Power up the ExScanner calibrate the screen as directed and enter the correct date and time Once this is done click the Home button on the ExScanner with the stylus to go to the ExScanner Home Screen as pictured below Refer to the Quick Reference manual that came with the ExScanner if you have any questions Call 1 888 Exterra for support HotSyncing the Host Computer and the ExScanner for the first time If you are using a cradle Place the ExScanner in the cradle Press the button on the cradle The ExScanner has been automatically hotsynced with the Host Computer when the words HotSync operation complete or words to that effect depending on the model of your ExScanner appear above the large Hotsync icon that appears on the ExScanner screen If you are using a cable Attach the ExScanner to the cable Turn the ExScanner on by pressing t
26. days 90 Work Order Expiration Expiration in days 07 30 days 30 To configure check periods for or suspend individual sites use the Site Information Editor Check Periods The length of each of these three periods can be decreased however they cannot be increased beyond the maximum values shown above NOTE Do not change these values without consulting with someone authorized to make such a modification Changing these values impact inspection workloads and intervals between site inspections Such adjustments may or may not be applicable to your sites based on various factors Workorder Expiration This is the number of days from the workorder inspection due date until the workorder expires Whenever a workorder expires its can no longer be entered into Exteris Whenever a workorder expires a new workorder is generated automatically whenever workorders are generated When the new workorder is generated no barcodes are assigned to the stations Instead the barcodes must be manually assigned using unassigned barcodes The barcode numbers are written in column 15 of the Workorder 55 Call 1 888 Exterra for support 2 Configure Period of Predicted Limited Activity For an explanation of the Period of Predicted Limited Activity PPLA refer to the Period of Predicted Limited Activity section towards the beginning of this manual Exterra Information System Period of Predicted Limited Activity Menu kkkkkkkkkkkkkkkkkkkk
27. from the Installation SubMenu Configuring Station Check Periods The Labyrinth label provides that inspections of stations must occur within a designated maximum period of time The default inspection period lengths are as follows Unbaited Station Inspections Within 90 days of last inspection for round and square stations Baited Station Inspections 30 and 60 days after the initial installation of bait and within 45 days of last check thereafter for square stations Within 90 days for round stations These periods of time between inspections can be decreased if desired however they cannot be increased in length beyond these maximums The check periods are configured by selecting the Configure Check Periods option on the Configuration Menu These periods of time can be increased or decreased at any time However remember that any time you do this Exteris recalculates station check times for all stations at all sites Bear in mind that anytime you decrease these intervals and have a large number of sites you may cause a large number of inspections to come due at one time 90 Call 1 888 Exterra for support Configuring Check Periods for Sites Individually Under certain circumstances it may be necessary to check the stations at a site more or less often that the default values you have entered for your sites You can set the check periods for an individual site from the Site Editor Period of Predicted Limited Activity The conc
28. have in stock By doing this you are providing Exteris the information it needs to assign barcodes to stations sequentially It is absolutely crucial that this information be entered correctly Always be sure to double check this information before you proceed The number of the last barcode on each roll is always printed on each individual barcode tab in case you lose the initial tab that begins each roll If you do not have enough barcodes available to print the Workorders you have entered you will be cautioned not to proceed When a roll of barcodes has been exhausted the roll below it is moved up to the next roll position on the screen At that time it is necessary to enter another roll as the third roll You should keep one month s supply of barcodes on hand NOTE Exteris assigns 25 more stations to the site than you requested in case you decide to install extra stations These can be deleted if they are not installed When this information has been entered correctly you are asked whether or not you wish to pregenerate another Installation Workorder 2 Print Computer Generated Installation Workorder before installation This option prints the pregenerated Installation Workorders for which site information was entered under New Site Menu option 1 If an Installation Workorder is not successfully printed it must be reprinted from the Reprint Installation Workorder Batch option also found on this Menu 3 Enter Installa
29. information has not been input Print this report often to make sure that all Inspection Workorders have been processed 3 Pending Site Installation Report List open pregenerated workorders Lists sites for which a pregenerated installation workorder has been created but no installation data has been entered Print this report often to may sure all pregenerated sites have been entered 4 Individual Site Information Report Provides a summary of the most up to date information for a site Print this report anytime you want a summary of the information for a particular site Note The next inspection date in column 7 on the report for each station is according to the Labyrinth label instructions For this reason there may be several different inspection dates for baited stations and unbaited stations if they were installed at different times 53 Call 1 888 Exterra for support Whenever the first station s due for inspection come due Exteris will adjust the inspection date of stations scheduled to be checked within the next 30 days after that date forward so that those stations are checked at the same time as the first station s to become due 5 Check Period Configuration Report Display non standard check period sites Select this option to print out a list of sites at which the check periods have been configured individually Print and review this report to confirm that these individual site check periods if any have been entered co
30. inspection If a barcode for a station that was scheduled to be checked is turned in Exteris marks that station as eligible for inspection data input without any further reconciliation It is assumed that the preassigned replacement barcode was placed in the station If a barcode other than the preassigned one was put in a station this information is entered at a later time in column 15 Exteris also makes a note of barcodes that were turned in for stations that were not scheduled to be inspected If a station was scheduled to be checked and the barcode left in the station during the last inspection was not scanned or keyed when barcodes were scanned this must be reconciled This means you must either input an exception for the barcode not being retrieved or a serial number for a replacement station the new station serial number is assumed to be confirmation that the old station and old barcode were lost In order to input data for a station that was checked that was not scheduled to be checked the number of a postassigned replacement barcode must be input before data input can be allowed Once all this is done these stations station scheduled for inspection for which an old barcode was not input and stations not scheduled for inspection for which an old barcode was input are cleared for data input If these things are not done then data cannot be entered for these stations The reconciliation process for exception stations at a site
31. is not the case If you have a large number of sites you may be confronted with the need to do a large number of station checks within 30 days of the end of the PPLA To eliminate this potential problem you may want to decrease the length of your PPLA to 90 days 15 Call 1 888 Exterra for support Exteris An Overview Exteris is intended to help you comply with the Labyrinth label however it is your responsibility as the applicator to make sure that you are adhering to the Labyrinth label instructions Remember the label is the law Exteris performs 3 main functions for you 1 It helps you verify that station installations and inspections are conducted according to the Labyrinth label 2 It provides you with information concerning the progression of the baiting process at each site 3 It helps you efficiently manage routing of site inspections Installation Configuration and Initial Export Installation Install Exteris on your host computer according to the Installation Instructions contained in the Appendix of this Manual or supplied separately Exteris can only be installed on a personal computer with a CD ROM drive running Windows 95 or later Configuration Entering your Operator Code and Authorization Code An initial installation of Exteris begins with the input of configuration information such as company name address and phone number as you want it to appear on your Workorders At the time of installation you m
32. later appear on the Inspection Workorder in the same order as they are found in the ground around the structure Alpha stations are typically entered on an initial installation only when a decision was made to install an extra station after the installation was thought to be complete and stations had already been numbered Alpha stations are entered from the Station Information Editor The following menu appears when you choose to enter alpha stations The alpha character is entered after the period after the last number Exterra Station Information Editor Site Number 00000001 Station Number 003 A This number is entered by you Existing Stations 002 004 007 Type 000 to create a new station with the next available Press ENTER when done 32 Call 1 888 Exterra for support Barcode Station Serial Number and Comments for Alpha Stations Station Information Editor Site Number 00000006 Station Number 001 A Station Barcode 0000000000 Station Serial Number 0000000 Installation date 12 02 1999 Last Inspection date 12 02 1999 Last Service date 12 02 1999 Record last updated 12 02 1999 Next Inspection date 00 00 0000 On last inspection Active termites N Station baited N Excessive moisture N All barcode information up to date All work order information up to date Bait Lot 0000000 Station Type Round Square S Comments one line Station behind porch Enter the barcode number and the station serial num
33. low temperatures can substantially reduce or stop their activity close to the earth s surface during a certain period of the year For this reason if the temperature falls low enough termites may cease to feed in receptacles or the onset of feeding in receptacles may be delayed until temperatures have recovered above a certain level for a long enough period of time Reductions in termite activity that are the result of low temperatures may make inspections of receptacles unnecessary for as long as low temperatures prevail in the area The temperature at which termite activity is substantially curtailed may vary significantly between different geographic areas and with different species of termites However generally speaking termite activity will be reduced in the receptacles during those times of the year during which the average daily mean exterior air temperature is below 50 F For this reason the following rule may be applied when counting the number of elapsed days between inspections unless in the opinion of the operator increases in the elapsed time between inspections are unwarranted based on local circumstances In counting the number of days between inspections exclude from the total number of days elapsed since the last inspection any days whose date falls between the first date in the fall winter that long term climate data predicts that the mean exterior air temperature for that date at that application site will be below 50 F be
34. or edit data for a station found in place To do this simply scan the barcode you have found in the station or if the barcode is missing scan a new one and place it in the station 2 Add replace a station or replace a cover on an existing station To make this choice simply press the Add replace Station or Cover button on the screen Below is the data entry screen that appears after a station barcode has been entered and you have verified that the barcode is in the proper station From this screen you mayalso 1 Manually Schedule Next Station Inspection 2 View Station Inspection History 80 Call 1 888 Exterra for support Manually Scheduling Next Station Inspection From the last screen you can select to manually enter the next inspection date for the station Do this only if needed Exteris will normally automatically set the next inspection date therefore you need to do this only if you want to manually pick the next inspection date The screen below appears after you have pressed the Manually Schedule Next Inspection button You can schedule inspections manually either by calendar or number of days To schedule by calendar press the Schedule on Calendar button Viewing Station History Below is the Station History screen that appears when you press the View Station History button This screen is informational only and no changes can be made to the information Station Inspection History Site OO000001 Station
35. ready to begin entering data recorded on the Inspection Workorder by the technician A screen as shown below will be displayed for the site that lists all of the stations at the site Although all stations are listed on the screen data can be entered only for those for which a barcode has been turned in or the failure to turn in the barcode has been reconciled or explained on the previous screen Inspection Workorder Data Entry Screen Enter the data from the following columns on the Inspection Work Order or barcode tab for site 00000001 0D GD 2 3 4 10 15 16 00 001 0000000000 0000000 1 002 t 0000000000 0000000 003 0000000000 0000000 004 0000000000 0000000 Esc to cancel without saving Ctrl X to skip to next line Next simply enter the data from the columns on the workorder Move between the fields by pressing the enter key You can move to the next line by entering Ctrl X at any time Symbol explanations 47 Call 1 888 Exterra for support Old barcode was not turned in Data has been properly reconciled for a station and data can be entered either barcode was turned in or failure to turn in barcode was reconciled If this symbol does not appear in front of a station number data cannot be entered unless a postassigned barcode is placed in column 15 Data can be entered This screen is also designed to handle odd situations you may encounter For example you check
36. replaced with a barcode that the technician supplies and postassigns to the station from a supply of unassigned barcodes they have been given The number of this barcode is then recorded on the Workorder in the space provided This new number is keyed in at the same time all the other Inspection Workorder information is entered If you are using an ExScanner the barcode in the station is simply scanned and left n the station The station data is also collected in the ExScanner 18 Call 1 888 Exterra for support All technicians including those using ExScanners should have a supply of unassigned barcodes Technicians using ExScanners need extra barcodes in case a barcode is missing from a station that they inspect Technicans swapping barcodes need barcodes in case they check stations that are not scheduled for inspection Office Entry of Inspection Workorders After an inspection the Inspection Workorder and barcodes removed from stations are turned in by the technician for processing into Exteris Office Inspection Workorder processing consists of inputting information collected on the Inspection Workorder into Exteris If an ExScanner was used the information in the ExScanner is transferred to the host computer A Special Note on the Handling of Barcodes Barcodes are a convenient and simple form of inspection verification However in order to be effective they must be handled carefully in order that the integrity of the data entered in Ext
37. sites within a zipcode When you enter a zipcode you will be given the default Beginning Cooling and Ending Warming dates for the PLA for that zipcode and the Maximum PLA Period Length in days You may shorten the PLA for either or both baited and unbaited stations for all sites in this zipcode To do this enter any number less than the Maximum PLA Period Length for each type of station To completely disable the PLA for each type of station for that zip code to keep checking stations enter a PLA of 000 You may disable PLA for an individual site from the site editor Zip Code press ENTER to exit 00000 Beginning Cooling Date 00 00 0000 Ending Warming Date 00 00 0000 Maximum PLA Period Length 000 UNBAITED STATIONS PLA Period Length Beginning Date 00 00 0000 Ending Date 00 00 0000 BAITED STATIONS PLA Period Length Beginning Date 00 00 0000 Ending Date 00 00 0000 Zip Code press ENTER to exit Enter the zip code for which you wish to adjust the PPLA UNBAITED STATIONS PLA Period Length You may adjust the length to be shorter than the default maximum PPLA but not longer Exteris will automatically adjust the Beginning and Ending Dates based on the length of the PPLA you enter BAITED STATIONS PLA Period Length The PPLA for baited stations must be less than or equal to that of unbaited stations Again the system will adjust the Beginning and Ending Dates after you designated a length of the period 3
38. structures For example a house with a detached garage has two structures Structure currently infested with termites Yes or No It is critical that this question be answered correctly as the answer determines the length between site installation and the date of the first station inspections Failure to enter this information properly could result in noncompliance with the Labyrinth label instructions Be careful Length of initial coverage term in years covered by initial fee Defaults to 1 year but can be changed depending on what your initial contract term is with this customer Entering Number of Stations and Assigning Barcodes After filling out the site information Exteris will prompt you for the number of stations you wish to install at this site and the numbering of the barcodes you have in stock 27 Call 1 888 Exterra for support How many stations do you wish to install at site 0000000K 1 500 012 First barcode roll gt first barcode 0000000001 last barcode 0000000500 Second barcode roll gt first barcode 0000000501 last barcode 0000001000 Third barcode roll gt first barcode 0000001001 last barcode 0000001500 Number of barcodes available 1000 needed 18 Is all of this information correct including the number of the first barcode available on the first roll After you have entered the number of stations you are installing you must then enter beginning barcode numbers from the rolls of barcodes that you
39. the Applications screen It looks like a minature Exterra logo and on the screen below appears in the left column second from the top however this may vary You may have to touch the scroll bar on the right side of the screen to bring this icon into view 73 Call 1 888 Exterra for support The screen below will appear after you press the icon From this screen you can enter new sites or enter inspection information for existing sites Skip to the Installing A New Site section below for information on entering a new site into your ExScanner Accessing Data on the ExScanner ExScanner takes advantage of the built in pull down menu system built into Exteris Taking a few moments to understand this will greatly increase you ease of ExScanner use Pulldown menus are available when you press the More Site Information button whenever it appears on a screen as shown below More Site Information Button When you press the More Site Information button pull down menus appear as shown on the next screen 74 Call 1 888 Exterra for support ExScanner Pull down Menus Note the two menu options Reports and CheckPeriods at the top of the next screen that have appeared after the More Site Information button has been pressed Reports Pull Down Menu The first pulldown menu is Reports highlighted at the top left of the screen below Below reports you are given two options customer information and station information Customer Inform
40. the following may not apply when you are using an ExScanner Pre assigned Barcode barcode is assigned to the station by Exteris at the time the workorder is printed Post assigned Barcode barcode is assigned to the station by the technician in the field and entered into Exteris at the time the Workorder data is entered into the Host Computer 8 Call 1 888 Exterra for support Preassigned Barcodes Barcodes can only be preassigned by Exteris Barcodes will be preassigned when you Pre generate an Installation Workorder Generate an Inspection Workorder for a site Barcodes will be preassigned to stations by Exteris only if they are scheduled to be inspected and you have not indicated you are using the ExScanner at the site in which case barcodes are not preassigned Postassigned Barcodes Exteris never postassigns barcodes A technician postassigns a barcode to a station During an installation if a Field Generated Installation Workorder is completed in lieu of a pregenerated Installation Workorder During a regular inspection if a station is inspected that was not scheduled to be inspected Replacement barcodes are preassigned by Exteris only to the stations that are scheduled to be checked therefore if a station is inspected that was not scheduled to be inspected the only way to swap a barcode is to postassign one to take the removed barcodes place not applicable if you are using the ExScanner If the technican loses a bar
41. the screen the report will appear on the screen identical to how it appears in printed form 92 Call 1 888 Exterra for support Shortcut Keystrokes Take a few minutes and learn these important shortcuts Doing so can result in big time savings benefit in your use of Exteris Escaping from a page save no changes to screen By entering lt Esc gt or lt gt you can escape from almost any screen you are currently in When you do this the information you just entered will not be saved When you exit any old data entered during previous sessions is preserved unaltered Clearing current field erase all data from current field You can clear the information currently in a field two ways To remove only certain data in a field position the cursor over the character you want to erase and press the space bar To clear the entire field hold down the lt Ctrl gt key and press lt K gt Save data and exit Pressing lt Ctrl gt lt D gt allows you to stop editing the current screen and save the material you have changed up to that point This shortcut is most useful when you are editing existing information and want to skip over the remaining fields on the screen lt Ctrl gt lt D gt will not work if you do not have data in all the required fields on the screen Data Optional or Required You are required to enter data into certain fields In these fields you will not be allowed to continue until the correct data has been entered
42. we arrive at the backup naming screen Please name the job Exteris as you see in the window below and then press the Start button to make your backup Fa Microsoft Backup Untitled Job Edit View Tools Help aloalii alal serlaed cel wolal cal me Backup Wizard x Name the backup job Type a name for this backup job E xteris k Click Start to begin the backup Ie i What Back up only certain files folders or drives Where A Exteris gic How Prompt Verify Compress When Now G Cancel lt Back Wert Start Options For Help press F1 Once the backup is complete you will see a screen similar to the next You may press the OK button on both confirmation screens and then click the close button X in the top right corner to close te Microsoft Backup program Job Edit PES ASE Backup R Bac Device File lex Media Name Exteris Whattobac Status Microsoft Backup Progress y Operation completed Time System F System F Processing Ej Estimated Processed Where tobe Files a E e H kie Bytes 445 445 Jas Compression For Help press 100 Call 1 888 Exterra for support You will have now successfully completed a backup of your Exteris Data Please remove the backup disk and store it in a safe location It is recommended that you keep two or more backups of your data in safe locations in case one of the floppy disks ever fail 101
43. 00000 Installation date 12 02 1999 Last Inspection date 12 02 1999 Last Service date 12 02 1999 Record last updated 12 02 1999 Next Inspection date 00 00 0000 On last inspection Active termites N Station baited N Excessive moisture N All barcode information up to date All work order information up to date Bait Lot 0000000 Station Type Round Square S Comments one line After you enter a station number you are taken to the Station Information Editor to enter barcode number station serial number and station comments Note that some fields cannot be accessed here These fields will be updated later when you enter information from an Inspection Workorder All stations including alpha stations are entered at this time After entering information for each station you are asked whether or not you want to enter information for another station If you enter Y you are taken back to the top of the same screen to enter data for another station Answer N if information for all installed stations has been entered Individual Site Information Report You will be asked if you would like to print an Individual Site Information Report This report will allow you to review information that has been input for the site 35 Call 1 888 Exterra for support 4 Enter New Site Information Collected with ExScanner Entering a new site from information collected with an ExScanner is very similar to entering data from a Pre g
44. ExScanner data has been transferred will sequentially appear in the box below Process ExScanner Inspection Data Site 00000218 Stations with valid inspections 004 003 002 001 New stations 007 Press any key to continue The box above appears if all data for that site that has been scanned is in order and there are no exceptions for that site When you press any key to continue the box below appears This box remains on the screen for as long as it takes Exteris to record this information for that site Process ExScanner Inspection Data Site 00000218 Saving inspections Adding new stations Done Press any key to continue When Done Press any key to continue appears the data recording process is complete for that site 42 Call 1 888 Exterra for support With the ExScanner there is only one possible inconsistency in data that can be pinpointed and resolved at the time of data processing Whenever a barcode is scanned with an ExScanner the technician is asked to confirm that the barcode was found within a certain station station the barcode is in according to the data in the Host Computer If a barcode is scanned and is confirmed as having been present in a station at that site and that barcode is not assigned to a station at that site within Exteris the following screen will appear When this screen appears it means that either the technician has not been careful enough in signifying the site and station at whic
45. Hotsync icon appears in the middle of the screen touch this icon with the stylus e When the words HotSync operation complete appear on the screen or words to that effect depending on the model of ExScanner you have all Exlnspect data on the ExScanner has been successfully transferred from the ExScanner to the Host Computer 86 Call 1 888 Exterra for support If you have more than one ExScanner repeat the HotSync process for each of them in order to move their inspection data to the Host Computer Whenever you upload inspection data to the Host Computer this information is removed from the ExScanner This removal occurs only after both computers have signified that the transfer was complete and successful Starting or Restarting Hotsync on the Host Computer Starting Hotsync Hotsync is a program that is automatically loaded onto your Host Computer when you load ExScanner related software onto it Once it is loaded it normally starts whenever you start your computer and continuously runs in the background waiting for you to download data from the ExScanner You know it is running when you see a circle with a blue and a red inward pointed arrow in the lower right corner of your Windows desktop screen next to the clock If you click on this icon and then click on exit you will stop Hotsync from running meaning that you have stopped the program which transfers data from the ExScanner to the Host Computer There is no need to stop HotSync manager
46. Maintenance System Use Year Installation of Exterra Stations at a site qualifies as a Station Only System Use and not as a Standard System Use only if the use meets all of the following conditions e There is no agreement written or verbal in effect on the Initial System Use Date or at any time Station Only Use is occurring that obligates Operator to control termites at the Site e There is a written agreement in effect which obligates the Operator to control general household non wood destroying insect pests at the Site at the time of Initial System Use and at all times a Station Only Use is occurring at the Site Upon request proof of the existence of such an agreement shall be made available to Ensystex If an Initial System Use qualifies as a Station Only Initial System Use a Station Only Initial System Use Fee computed according to the current Fee Schedule s shall be due for that Site If Components remain in place at the Site on the first Initial System Use Anniversary Date a Standard Maintenance System Use Fee shall be due for that Site 11 Call 1 888 Exterra for support A Station Only System Use converts to a Standard Initial System Use and a Station Only to Standard System Use Conversion Initial System Use Fee for that Site shall become due if any of the following occur e Operator enters into an agreement for the control of termites at the Site during the two year period beginning on the Station Only Initial System
47. OM in your computer To access the documents lick on the View Documents button on the Main Installation Screen that appears in the middle of the screen Buttons that allow you to print out the documents also appear on the Main Installation Screen for several of the more important documents Documents that you do not need to use the Adobe Acrobat Reader to access Certain documents that are displayed when you press View Documents on the Main Installation Screen are not stored as pdf documents and are not accessible with the Acrobat Reader These include contract language documents and certain images Access these with the appropriate software program If you click on the icons for these documents they will open if you have software installed on your computer that is able to open them 88 Call 1 888 Exterra for support Helpful Hints Take a few minutes to read and understand these helpful hints Doing this will result in big savings of time anytime you use Exteris Also be sure to read and understand the shortcut keystrokes contained in the next section Today s date Exteris deals with date sensitive information most important of which is scheduling site inspections For this reason it is absolutely critical that the date you have set in your computer is always correct If the computer date is incorrect critical tasks such as Workorder generation will not proceed properly Documents contained on your Exteris CD ROM The Exteris CD ROM co
48. Refer to the System Use and System Use Subtypes section of this manual for an explanation of a Station Only System Use and when it must be converted to a Standard System Use Convert Station Only Site This screen will allow you to convert a station only system use to a standard system use Site to convert 00000014 Site converted successfully Press any key to continue 59 Call 1 888 Exterra for support Utility Menu Exterra Information System Utility Menu kkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkk 1 Update Your Operator Information ExScanner Configuration Turn on Technical Support Mode Purge deleted data from database Reset Barcode Rolls Return to Previous Menu kkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkk Assorted miscellaneous items are handled from the Utility Submenu 1 Update Your Operator Information This option is used to change configuration options The most important change made here is the quarterly update of your Authorization Code Exteris Configuration Build Number 2678 Version Exteris for DOS Build Date Mon Oct 19 19 12 59 EDT 1998 Builder jason Operator code 005401 Activation code 7121182083 Branch number 001 Payment type 1 Company Partnership Proprietorship abc pest control Company name at top of Workorder abc pest control Address at top of Workorder 123 smith street City State Zip at top of Workorder anywhere usa Shipping Address 123 s
49. SC Inc MS DOS Prompt Programs Favorites Documents Settings Printers i Taskbar amp Start Menu 3 Folder Options Active Desktop B Windows Update Next double click on the Add Remove Programs selection in the Control Panel J Control Panel File Edit View Go Favorites Help iol x amp A 3 Up Cut Copy Paste Undo Back Forverd Properties Views Ea 3 Address n Control Panel ol S amp N Add New Mme CU SeeMe Date Time Hardware Pi Control Panel E amp Add Remove Programs 5 ats programs and Display Fonts Game Intemet creates shortcuts Controllers Options 105 Desktop emes Keyboard Call 1 888 Exterra for support This will bring up the following box Please click on the Windows Setup tab to bring up the list of Windows Components Add Remove Programs Properties ibility M Accessories amp Communications M RY Desktop Themes A Gi intenet Tools 106 Call 1 888 Exterra for support Scroll to the bottom of the Components list until you find System Tools Select from the following three options based on the following 1 Box besides System Tools contains check and gray background This means that only some system tools are presently installed on your computer This procedure will install all of the system tools a Click on the check mark Check will disappear and box background will turn white b Click
50. Site Checksum This number is automatically assigned and used by Exteris only Job Type Not accessible at this time Input after installation Installation Date Not accessible at this time Input after installation Installer Designation Name or other identifier of person making Exterra installation This may be corrected after installation if the designated installer does not do the installation Perimeter Linear feet around structure Number of linear feet around the perimeter of the structure s at the site This footage is measured according to the definition in your Exterra License Agreement Simply stated Perimeter Lineal Footage is the distance around the exterior perimeter of a structure measured one foot above the terrain Any part of the structure that is E THER covered by a roof OR is intended to be stood on by a human and rises at least one foot above the ground level around the structure is included For example ground level patios without a roof are not included because they do not rise up at least one foot above the ground Porches and decks are included because they rise up more than one foot above the terrain and although they may not always be covered with a roof they are intended for a human to stand on and are therefore included Roofed carports are included because they are covered by a roof Total number of structures at site External structures such as detached garages and storage buildings count as separate
51. a gt System F System F gt I Where to back up E JANE steris qic al For Help press F1 How to back up E verity Compress Prompt Options When the backup is complete you will see a screen similar to the following screen Press the OK button on both confirmation screens and then click the Close button X in the top right corner on Microsoft Backup to close Microsoft backup Job Edit ea Backup R p Progress Exi Bac Exl What to bac gt Where to be ay Fie Be For Help press Device Media Name Status Progress Time Processing Files Bytes Compression Exteris Microsoft Backup Y Operation completed Estimated Processed l 1 1 l 445 445 1 00 1 System F System F 104 Call 1 888 Exterra for support Installing Microsoft Backup If you are reading this section it is most likely because you failed to find Microsoft Backup when you searched for it on your computer If this is the case you will need to install Backup using the procedure below Please note that this procedure may prompt you to insert your Windows installation media Windows installation disks are provided with your computer at the time of purchase Please contact your computer manufacturer if you do not have the necessary disks Installing Microsoft Backup Open the Control Panel by selecting the Start Menu gt Settings gt Control Panel Easy CD Creator M
52. a barcode will not scan properly There is no need to enter barcodes in any particular order after inspections For instance you may enter a barcode for one site and then a barcode for another site and then another barcode for the first site Entering Inspection Information for Individual Stations after Inspections Inspection information can be entered for a station whether it is actually due for inspection or not However if a station is inspected that is not scheduled for inspection you must also turn in the old barcode for that station and postassign a new barcode for that station If a barcode is not scanned for a station you are barred from entering inspection information for that station This feature helps maintain the integrity of the data that is entered into Exteris Colony Elimination Whenever a station is initially baited the interval between its inspections is reduced in order that closer attention is paid to the station Once a termite colony is eliminated from a station it is permissible to resume checking the station less often Whenever an export is performed you will be prompted to review stations for possible elimination status If you believe a station warrants the presumption of colony elimination you are given the option of converting the station back to unbaited status Reports on Screen Whenever you print a report you are given a choice between printing the report to the printer or the screen If you print to
53. a site at any time If you are deleting a site that was pregenerated but was not actually installed the screen shown below will appear Delete the site by answering Y Site Information Editor Site Number 00000002 Customer Name Phone Site not yet installed You must complete installation before editing Do you wish to delete this site Y N Enable Disable PLA for the Site If the period of limited activity PLA is enabled for the zip code in which a site is located inspections will not be scheduled for that site during the PLA for that zip code unless you disable the PLA for that individual site by choosing this option This feature allows you to keep on checking selected individual sites for which you disable the PLA while using the PLA for all other sites in that zip code 50 Call 1 888 Exterra for support Suspending Unsuspending a Site This places a site on hold without deleting it No Workorders will be generated for a suspended site as long as it is suspended For example you may wish to suspend sites due to delinquent payments You can unsuspend sites using this same menu option Suspended sites are listed on the Site Check Date Forecaster Report Configure individual check period This option allows you to change the baited and unbaited station check periods for a particular site The values you choose may not exceed the maximum check periods provided for on the Labyrinth Termite Bait label Use this option to create s
54. a station not scheduled to be checked but the old barcode is missing from the station You are not given an opportunity to input the postassigned barcode on the prior screen however you may input the information on this screen When you are finished entering data for exisiting stations at a site you are then asked whether or not you wish to add new stations or delete stations When you are finished with all the stations at a site you have completed the data entry process for that site for that inspection Site Discrepany Report You can now generate a report for the site that lists all of the exceptions that were entered so that you may reconcile the fact that the normal sequence was for some reason not followed for a station These reports should be given to supervisory personnel for their review If certain technicians generate too many exceptions this may be an indication that inspections are not being done properly 48 Call 1 888 Exterra for support Site Information Editor Modify Del Sites and Add Modify Del Stations This Editor is accessible from the Main Menu It is within the Site Editor that generally speaking any data that has been previously entered can be amended Use of the Site Editor begins by entering the site number Once this is done and the existence of that site has been validated you may delete the site modify information for the site or modify information for individual stations Almost any data for a s
55. acendencucneistectenvel cone evscteenebeneieeesteceeendsl caseesdee ies nstecteead EESE 37 1 Generate Inspection Workorders Before Inspection ceceeeeeeeeeeeeeeeeeeeeeneeeeeenaeeeeeeaas 37 2 Reprint All Inspection Workorders Batch Use for Printing Problems 40 3 Reprint Individual Inspection WorkOrdel ccccccccceececceeeeeeeeeeeenaeceeeeeeeeseseceeeeeeeetseesnaeees 40 4 Force Generate Inspection Workorder Special Case Generate Before Due Date 41 5 Process Inspection Data Transferred From ExScanner After Hotsync Before 6 and 7 42 6 Process Turned In Barcodes After Inspection not Barcode Tabs a se 44 7 Enter Inspection Data from Inspection Workorder Only after 5 and 6 eee 45 SITE INFORMATION EDITOR MODIFY DEL SITES AND ADD MODIFY DEL STATIONS 49 REPORTS oeevisacceteccececseveseceeccsnacgisccsscechetassiitccsuaccedesuscsseatnccshedsseusseddesacerecncechedene satis suuecedesbatedesizcerd 53 1 Site Check Date Forecastenic ii ccccctetins itive E edi dade eee A aed 53 2 site Discrepancy REPON cecs ceil ioe atin idee de Aa A 53 3 Pending Site Installation Report List open pregenerated workorderS ccceeeeeeeeeetees 53 4 Individual Site Information Report cece teeeee tenes erence ee tnneeeeeetineeeeeteeeeetieeeeesieeeeees 53 5 Check Period Configuration Report Display non standard check period sites 0 0 54 6 Individual Station Informa
56. applied a complete liquid barrier New Site owner name Site address and telephone number for every Treatment treatment to site prior to the effective date of the Site for which benefit of this Subtype is claimed Conversion Operator s Exterra Licensee Agreement Coverage Upon request proof that liquid treatment occurred at the Site prior to based on that treatment must still be in effect or the effective date of the Operator s Exterra License Agreement cannot have lapsed more than twelve months prior to the Initial System Use Date Station Only See below Site owner name Site address and telephone number for every Site for which benefit of this Subtype is claimed Upon request proof that Site is under contract with Operator for general household pest control See conditions below Station Only to Standard Conversion Company must have been previously compensated for a Station Only Initial System Use None over and above those required for a Station Only Initial System Use Station Only Initial System Use Station Only Initial System Use is a very special type of initial system use Station Only System Use of Exterra stations is authorized only for the purpose of demonstrating the presence of termites at a site in anticipation that once their presence is demonstrated a Standard System Use might occur at the Site Station Only Use can occur at a Site for a maximum of two years Initial System Use Year and First
57. are preassigned to 25 more stations than are indicated will be installed These extra barcodes are assigned in the event a decision is made to install more stations than have been planned If the Installation Workorder is preprinted and barcodes are preassigned the only information that is normally entered on the Workorder by the technician is station serial numbers and station comments Field Generating an Installation Workorder If an Installation Workorder is not pregenerated a blank Installation Workorder is completed in the field by the technician or field generated The blank Installation Workorder form is contained on the Exteris CD ROM See the Documents on the Exteris CD ROM section of this manual for instructions on how to print out this form The technician must be provided barcodes to be used for postassignment to stations as they are installed This is done by peeling labels off the roll of preprinted barcodes and giving them to the technician If an Installation Workorder is not preprinted and a blank Installation Workorder is completed in the field field generated the barcode numbers station serial numbers and station comments must be recorded on the Installation Workorder in the spaces provided Alternately instead of writing the barcode and station numbers on the Workorder the site and station numbers are recorded on the Barcode Tabs The Barcode Tabs are then turned in with the Workorder 17 Call 1 888 Exterra for sup
58. ation Below is the Customer Information Screen You cannot edit this screen It is informational only 75 Call 1 888 Exterra for support Station Information Next is the station information screen In addition to being accessible from a pulldown menu this screen also appears whenever you enter a new site number This is a screen that is seen frequently You are given the ability to access it from as a pulldown in the event you want to alter the selection of stations you have chosen to inspect during the current inspection For example you may have chosen to inspect only the stations due now at the beginning of the inspection process but mid inspection you want to change to checking all stations Whenever you are at this screen you can change the selection of stations that are in the inspection queue by pressin the black downward triangle When you press the triangle the following screens appears You change the selection of stations you are inspecting by clicking on the appropriate choice After you have done this a list of the stations that meet the selected inspection criteria will be displayed You then must click on the Return to Inspection Screen button to begin or continue the inspection process 76 Call 1 888 Exterra for support CheckPeriods Pull Down Menu When the CheckPeriod pulldown menu is selected as shown on the screen below you can then choose to view your Global check period configuration or configure site che
59. ave in stock After answering these questions the following screen will appear This choice is not available in Australia You must export by the internet Do you wish to export data to Ensystex via floppy or the internet 1 Floppy 2 Internet 0 Cancel Internet If you choose to export by the Internet you will be prompted to connect to the Internet before proceeding If you are running Windows 2000 you must be logged in as Administrator for export by Internet to function properly Floppy Disk If you choose to send information by floppy be sure to place a blank formatted disk in your floppy disk drive before proceeding 62 Call 1 888 Exterra for support Initial System Use Certification This is an affirmation by the Exterra Authorized Operator that all System Use of Exterra has been properly reported to Ensystex The certification process begins with the printing of a report of Initial System Uses that are being reported at this time Internet When System Use data is sent over the Internet the certification is completed by printing and reviewing the report and then signifying that the report is correct by pressing a key on the computer and entering the name of the person making the certification Floppy Disk When System Use data is transferred to a floppy the certification form is signed and mailed with the floppy disk Failure to adhere to the export guidelines could result in your suspension or cancellation a
60. back up i EA My Documents g Isengard amp Isengard C amp 0 amp Jason on Lothlorien H E Install on Lothlorien I E Tmp on Lothlorien J amp Extera on Lothlorien K E Exteris on Lothlorien L E Msdn on Lothlorien M 28 Network Neighborhood peapa a The next step is to name the backup file You do this by typing the name Exteris in the File name box as you see below Once this is done press the Open button Where to back up 2 x aero a eal feo J SMyBackup gic i 98 Call 1 888 Exterra for support This will return us to the following screen on which the correct file name and the drive letter of the medium on which you are backing up data is displayed Press the Next button to continue leat Solel wel E ed Sead coved ceed wari Backup Wizard Where to back up Select a destination for the backup The selected drives folders and files will be stored on the media in the destination you select Where to back up Options You will now see the backup options screen Please make sure that both options are selected checks are in both boxes Press the Next button to continue wlaeed l o o l i wal How to back up Turn the following options on or off according to your preference Cancel lt Back ne gt Star J MyBackup gic Options For Help press F1 99 Call 1 888 Exterra for support Finally
61. been done processing of information for that station that was entered on the Workorder by the technician if any can proceed normally However sometimes for whatever reason these three events do not occur If they do not occur this does not mean that the technician has not done all he can to make sure the station was serviced properly Reasons include the technician not being able to find the station old barcode not being found in the station or station missing Additionally stations that were not scheduled for inspections but were inspected must be dealt with All of the different possible scenarios concerning station inspection that must be dealt with are summarized below What has been entered on the Workorder Old barcode What is concluded turned in from what has been turned in Scheduled Inspection completed Column 7 checked Yes Station was checked Column 9 checked New barcode was installed Unscheduled Inspection or Replacement Workorder Used Column 7 checked Yes Station was checked Column 9 not checked Postassigned barcode in column 15 Scheduled Inspection replacement barcode lost Column 7 checked Yes Proof station was checked Column 9 not checked Preassigned barcode misplaced Postassigned barcode used instead of new preassigned Postassigned barcode in column 15 Inspection completed old barcode missing Column 7 not checked No Old barcode missing Column 9 checked Station checked new barcode installed No new station serial numb
62. ber here plus any station comments Only these three fields in bold above may be entered for a station at this time The other fields cannot be accessed until the first inspection has been performed After you have finished entering information for an alpha station you are prompted to either enter another Alpha station or quit If you enter no you are finished entering information for this Installation Workorder At this time you are asked if you would like to print an Individual Site Information Report This report will allow you to review information that has been input for the site 33 Call 1 888 Exterra for support 3b Entering Installation Information from a Field Generated Installation Workorder A Field Generated Workorder is an Installation Workorder that was not pregenerated by Exteris Instead it was initiated and completed in the field by the installation technician The only difference between a field and pregenerated installation workorder is that with a field generated workorder the technician assigns the barcodes to the stations instead of the computer Additionally the general site information is first entered into Exteris after site installation instead of before The process of entering information from Field Generated Workorders is initiated by pressing 3 from the Installation Menu Exteris will know you are entering data from a field generated workorder instead of a pregenerated workorder when you answer no to the foll
63. ck periods for the current site Global Check Period Configuration Below is the global check period screen This screens allows review of values for check periods that has been set in you host computer These values cannot be altered in the ExScanner 77 Call 1 888 Exterra for support Individual Site Check Period Configuration This is the only pull down menu item from which you can currently make changes From here you can change or activate check periods for the current site This screen is also viewed at the end of the new site installation process if you choose to active individual site check periods for the newly installed site From this screen you can active and deactivate site check periods specific to the current site If you deactivate check periods the global check periods will instead apply during the next inspection Beginning the Inspection Process You can access existing sites either by entering a site number if you know it or alternately searching for a site by pressing the Site Search button 78 Call 1 888 Exterra for support When you press the Site Search button you are given the option of searching for a site based on customer name telephone number customer number and street address as shown on the screen below If you already know the site number you should enter it directly by either scanning the barcode at the top of the Inspection Workorder or entering the site number with graffiti or the pop
64. code swapping Barcode Swapping Barcode swapping eliminates the need for a field barcode scanner or rather makes the use of a field barcode scanner optional Instead of scanning the barcode in the station the barcode in the station is removed and replaced with a new one This is a fairly efficient inspection verification system if you have a relatively small number of sites This process is illustrated with the following example Barcode Label A with a unique number on it is left in Station 123 during station installation The number on Barcode Label A is recorded on a Workorder as having been placed in Station 123 The Workorder is turned in at the office where the fact Barcode Label A has been placed in station 123 is recorded in the Host Computer During the next inspection of Station 123 Barcode Label A is removed Barcode Label B with another unique number on it is left in Station 123 Label A is turned in at the office and recorded by Exteris as having been removed from the station Exteris automatically checks to make sure Barcode Label A belongs to Station 123 If Barcode Label A does match with Station 123 this is accepted as proof that the station inspection occurred During subsequent inspections of Station 123 Barcode Label B will be removed and replaced with Barcode Label C and so forth This substitution process continues on a regular basis for as long as the station remains in place and inspections of the station are being
65. code that was preassigned to a station scheduled to be inspected or installed they should instead postassign another barcode to the station during the inspection installation marking it on the Workorder in the column provided for that purpose When Workorders are processed at the office the new barcode number is keyed in in place of the lost one not applicable if you are using the ExScanner If you are using an ExScanner and a station is inspected and the barcode is missing If this is the case a new barcode is postassign with the ExScanner according to a routine programmed into the ExScanner If a workorder expires and a replacement workorder is printed The barcodes on replacement workorders must be postassigned not applicable if you are using the ExScanner How do technicians postassign barcodes Technicians are supplied with unassigned barcodes to postassign to stations Postassigned barcode numbers are written on the Workorder in the blank provided by the technician These numbers are recorded in Exteris at the time the Workorder is processed after the inspection Each barcode is printed with a tab attached that contains a miniature copy of the barcode The technician can mark the site and station number on this miniature when he postassigns a barcode These tabs are turned in with the Workorder where they may be scanned or keyed into Exteris The miniature barcodes on the barcode tab cannot be used as substitutes when it comes tim
66. d at all sites for which it is generating barcodes Barcodes are not assigned to stations that are not scheduled to be checked during this inspection however these stations can still be inspected Information for all stations whether or not they are scheduled for inspection are included on the Workorder If you are using an ExScanner Exteris does not assign new barcodes Instead it assumes that you will scan the barcodes that are present in the station and leave them in the station Field Completion of Inspection Workorders Completion of Inspection Workorders in the field involves recording information concerning each inspected station on the Workorder Inspections of stations at sites are normally limited to those stations for which an inspection is due If you are not using an ExScanner the barcodes in stations are removed and replaced with the barcodes preassigned to the stations by Exteris These barcodes are turned in with the workorder If you are using an ExScanner barcodes are not removed but are instead scanned in place A station that is not scheduled to be checked can still be inspected even if a barcode has not been preassigned to it by Exteris If you are not using an ExScanner you are swapping barcodes the technician must remove the barcode in the station and turn it in if any information is recorded for the station Exteris requires that a barcode be turned in in order to enter information for a station The removed barcode is
67. data in the ExScanner is transferred to the Host Computer At the time you are processing Inspection Workorders you are presented with an option to process data transferred from the ExScanner Every time you generate workorders you are asked whether or not you are using an ExScanner If you decide to stop using an ExScanner on one or more routes Exteris simply begins assigning barcodes to stations again on those routes 20 Call 1 888 Exterra for support Export of Data to Ensystex Component Fees vs System Use Fees Compensation for the use of Exterra is based on two factors The number of Components you order and depending upon the payment plan you have chosen either the number or size of structures at which you use it referred to as System Use You are automatically billed for Component Fees whenever you order components however we need to receive certain information from you in order to bill you for your System Use Fees This information is automatically collected by Exteris during your normal use of Exteris Twice a month on the 1st and the 15th you are required to transfer this information to Ensystex either by the internet or on a diskette you mail to Ensystex according to the data export routine imbedded in Exteris You are automatically prompted to export data on the 2nd and 16th of the month if you have failed to perform the required export on the 1st and the 15th When you have transferred thte data to the diskette if you choo
68. der Before Installation 3 Enter Installation Data from Installation Workorder After Installation 4 Reprint Installation Workorder Batch 0 Return to Previous Menu kkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkk Select one of the options lt 0 4 gt 1 Computer Generate Installation Workorder Before Installation Choosing 1 from the New Site Menu initiates the process by which you pregenerate a Workorder before installation You are not required to pregenerate a Workorder You many instead field generate an Installation Workorder by completing a blank Installation Workorder in the field during site installation See the Documents on the Exteris CD ROM section of this manual for an explanation how to print a blank Installation Workorder that can be completed in the field If you field complete an Installation Workorder go directly to option 3 see the menu above to begin the process of inputting data for this new site into Exteris Select option 1 does not print your Workorder it only generates it Select menu option 2 Print Installation Workorder to print the actual Workorder Entering Site Information to Pregenerate an Installation Workorder Site Information for Site Number 00000006 Name Business Last DUCK First DAFFY Cust Acct 1234 Route ABC Property Street 222 QUACK LANE Property City FAYETTEVILLE State NC Zip Code 28305 0000 Property Phone 910 368 4749 Mailing Street PO Box Rout
69. dle Place the ExScanner in the cradle Press the button on the cradle The ExScanner has been automatically hotsynced with the Host Computer when the words HotSync operation complete or words to that effect depending on the model of your ExScanner to Exinspect 112 appear above the large Hotsync icon that appears on the ExScanner screen If you are using a cable Attach the ExScanner to the cable Turn the ExScanner on by pressing the red button Go to the home screen by touching the house icon with the stylus Select HotSync on the ExScanner Home Screen by touching the Hotsync icon with the stylus find the HotSync icon on the screen a circle with two arrows pointing inward A large HotSync icon will then appear in the middle of the screen Touch this button with the stylus The ExScanner has been automatically hotsynced with the Host Computer when the words HotSync operation complete or words to that effect depending on the model of your ExScanner appear above this button on the ExScanner screen Notifying Exteris that you are using an ExScanner Restart Exteris by clicking the Exteris icon on your Windows desktop From the Exteris Main Menu select Utility Menu gt ExScanner Configuration Answer yes to the question that appears This end the installation process for the ExScanner Correcting COM Port Selection If you have selected the wrong COM Port for your cable or cradle find the red and blue circle wit
70. e City State Zip Code Residential or Commercial structure R Single or Multifamily S Other phone Site checksum 283050006 Job Type 1 Date Installed 00 00 0000 Installer Perimeter Linear feet around structure 1250 Total number of structures at site 2 Structure currently infested with termites Y N Y Length of initial coverage term in years covered by initial fee 2 Site Comment Line 2 Line 3 26 Call 1 888 Exterra for support The screen above is a screen shot of the data that you are required to enter when you pregenerate an Installation Workorder Make sure you have this information about the site you are intending to input before you begin the pregeneration process You will also be asked to enter barcode information For this reason be sure to have a roll of barcodes available from which to provide this information Barcodes are ordered from Ensystex in rolls of 500 Zip Code You must enter a 9 digit zip code ex 64631 4321 You must correctly enter the last 4 digits of the zipcode You can determine the 9 digit zipcode for any address by accessing the Postal Service Website at http www usps com ncsc lookups lookup_zip 4 html Mailing Address Skip this field if the mailing and property addresses are the same Residential or Commercial structure Enter R if the site is residential C if it is commercial If the site is residential you will be asked if it is a single famly S or multifamily M site
71. e data entry much faster and reduce data entry errors if you do not use an ExScanner e Available for purchase from Ensystex Flat Bed or Sheet Fed Scanner attached to Host Computer e For scanning site plans into Exteris site plans can be printed out at the time of inspection e Additional hard drive space each site plan occupies up to 2MB at 150 dpi 100 sites would occupy 200MB of hard drive space Very large hard drives are inexpensive Buy as large a one as you can afford if you plan to scan sites plans ExScanner e Field Barcode Scanner e Eliminates need to swap barcodes e Does not necessarily eliminate desirablity of Host Computer barcode reader e Available for purchase from Ensystex designated supplier Installing Exteris Install Exteris according to the Installation Instructions in the Appendix of this manual 22 Call 1 888 Exterra for support Starting Exteris You should be here only if you have successfully installed Exteris on your Host Computer according to the Installation Instructions in the Appendix at the end of this manual To Start Exteris double click on the Exteris icon on your Windows Desktop screen Configuration Required the first time you start Exteris Exteris Configuration Build Number 2365 Version Exteris for DOS Build Date Wed Jul 15 15 44 31 EDT 1998 Builder Jason Operator code 009892 Activation code 5111081049 Branch number 000 Payment type 1 Company Partnership Proprietorship
72. e to turn in barcodes because Exteris knows the difference between the scan of the actual barcode and the scan of its miniature duplicate 9 Call 1 888 Exterra for support System Use and System Use Subtypes A system use is defined in the Exterra License Agreement as installation operation maintenance inspection monitoring or baiting of one or more Components at a Site Reliance or dependence upon in any form or fashion any Component s for termite control or protection at a Site In effect a System Use occurs any time Exterra is used Importantly for you any time a System Use occurs an obligation is created to reimburse Ensystex for such use There are two main different use types When Exterra is installed at a site this type of use is referred to as an Initial System Use When an Initial System Use occurs an Initial System Use Fee becomes due and payable to Ensystex The payment of this fee covers the use of Exterra at the site for a period of one year On the first Initial System Use Anniversary Date another type of use occurs provided that Exterra continues to be used at that site This use is referred to as a Maintenance System Use A Maintenance System Use Fee is payable for the use of Exterra during the year following the initial year Another Maintenance System Use Fee is due each year for as long as use of Exterra continues at the site Initial System Use Subtypes There are several different types of Initial System Uses
73. ed barcodes to stations Exteris must know the numbers of the barcodes you have in stock You are asked to enter or update this information anytime you pregenerate Installation Workorders or generate Inspection Workorders Exteris can keep track of up to three rolls of barcodes at any one time Barcodes should be folded in an accordion fashion as they are removed from the roll When all the barcodes for a single site have been removed from the roll place a paperclip on the folded batch of barcodes Attach the barocodes to the workorder with the paperclip The number of the last barcode on a roll is printed on the tab for every barcode on the roll Entering Barcodes Exteris contains a database of barcodes that are in use have been previously entered into Exteris as being in a station This information is used to prevent the duplicate entry of a barcode If you attempt to enter a barcode enter it as having been also put in another station that is already in use you will be stop from proceeding with this entry Site and Station Information Editors Site and station information can be changed or added at any time from these two editors You can only access the station editor from within the site editor General site information such as customer s phone numbers are changed with the site editor Individual station information is changed by first entering the site at which the station is in place and then choosing to enter the station editor
74. ed to the stations correctly If you are using only ExScanners you do not need barcodes in order to proceed Are you ready to generate the work orders and labels Y N The number of the barcodes assigned to each Workorder are printed at the bottom of each Workorder Remember If the Workorders fail to print they must be reprinted from the Inspection Menu using either the Indivdual or Batch Inspection Workorder Reprint options 39 Call 1 888 Exterra for support 2 Reprint All Inspection Workorders Batch Use for Printing Problems This option reprints both batches of Installation and Inspection Workorders if they failed to print from their respective menus When you choose this menu option you are given a choice between reprinting Installation Workorders or Inspection Workorders Remember You cannot print a Workorder that has not been generated Workorders must be generated by choosing that option on the respective SubMenu 3 Reprint Individual Inspection Workorder Use this option to reprint individual inspection workorders Installation workorders are not reprinted from here Refer to the Installation SubMenu Reprint ZZInspection Workorder This routine will reprint any outstanding ZZInspection Workorder Installation workorders can not be reprinted from here They must be Reprinted as a batch from the batch reprint option Site to reprint workorder for 00000000 Do you still have the barcodes for
75. eeenes 94 Backing Up an Existing Exteris Backup JOD cccccessseeeceseeeeeeesseneeeeseeneeseseceneeeaseeneeenseeneeenees 102 3 Call 1 888 Exterra for support Installing Microsoft BACKUP cc scccecceccctcesessceciesceceesesscectensecceetesteeesvseoeeeresscceetesceeeseestacertes 105 INITIAL INSTALLATION INSTRUCTIONS FOR EXTERIS AND OR EXSCANNER SOFTWARE T90 bce cctesscccensscecectstncectessiveceexnatcetessanceethssecuctevssecctes ssvctestsatectsvsunceszssatecttssavcter sabee A 109 Host Computer Exteris and ExlInspect Installation ccccccceeeeeceececeeeeeseceneaeeeeeeeeeeeeesnaeees 109 Connecting ExScanner to Host COMpUtel ce ceeeeceeeeeeeeeteee ee eete seer tneeeeee teaser tieeeeetieeeeneee 110 Installing Exlnspect on your ExScanner including updated Versions 112 Notifying Exteris that you are using an EXSC nnel cccceeeeeeeeeeeeeeeeeeeeeeeeeeeetnaeeeeeenaeeeeeeeaes 112 Correcting COM Port Seleciona a aa e A erent E EE AS AEE T 112 4 Call 1 888 Exterra for support Why Exteris Managing termite baiting systems means keeping track of many different baiting sites each with numerous termite bait stations The large amounts of information that must be managed for each station let alone site can be overwhelming We developed Exteris to help you manage this information with relative ease and accuracy Exteris also fills the need for a system to reasonably verify that station inspections are being made
76. el that allows the ExScanner to scan the station label barcodes that are placed in Exterra stations during inspection of Exterra Additionally the ExScanner has has been programmed to collect data about the station that is observed during the station inspection ExScanner Advantages ExScanner changes the way you use Exteris is two simple but important ways First instead of removing barcodes from the station and replacing them each time the station is inspected the barcode that is in the station is left in place and is instead scanned with the ExScanner Secondly ExScanner electronically captures the data that is written on the workorder at the time the data is collected This eliminates the steps of writing the data on the workorder and keying that data into the Host Computer back at the office Using ExScanner means that the handling of barcodes is substantially reduced thereby eliminating one potentially time consuming step of using Exteris Secondly its potentially eliminates data transfer errors that may occur when transcribing data from the Inspectoin Workorder to the Host Computer Deciding to Use an ExScanner The decision whether or not to use an ExScanner can involve evaluating the following advantages e Substantially reduces barcode cost e Eliminates the clerical time and cost spent transferring data from the workorder to the host computer e Potentially eliminates data transfer errors With the advent of the Handspring V
77. enerated Installation Workorder However instead of entering the data you are mostly asked to confirm the data that was entered in the field 5 Reprint Installation Workorder Batch This option reprints batches of Installation and Inspection Workorders if they failed to print from their respective menus This is the only way to reprint Installation Workorders Installation Workorders cannot be reprinted individually When you choose this menu option you are given a choice between reprinting Installation Workorders or Inspection Workorders Reprint Reprint Reprint last printed 1 for Installation Workorder Batch 3 for Inspection Workorder Batch 36 Call 1 888 Exterra for support Existing Sites Menu Exterra Information System Existing Sites Before amp After Inspections 1 Generate Inspection Workorders Before Inspection 2 Reprint All Inspection Workorders Batch Use for printing problems Reprint Individual Inspection Workorder Force Generate Workorder Special Case Generate Before Due Date Process Turned In Barcodes After Inspection not Barcode Tabs Enter Inspection Data from Inspection Workorder Only after 5 amp 6 3 4 5 Process Inspection Data from ExScanner After HotSync Before 6 amp 7 6 7 0 Return to Previous Menu The menu above is the Existing Sites Menu It is accessed by pressing 2 from the Main Menu The functions that are accessed by this menu are the most importan
78. enerated from the same screen and in the same fashion as when you swap barcodes and are not using an ExScanner If you have configured Exteris to recognize that you are using an ExScanner you will be asked whether or not you want to use it on the Inspection Workorder generation screen Transfer of Station History Data from Exteris to the ExScanner Up to date station history on every station is automatically transferred from Exteris to the ExScanner anytime the ExScanner is Hotsynced Hotsyncing is normally done whenever it is necessary to transfer inspection data from the ExScanner to the Host Computer to process this data At the same time inspection data is being transferred to the Host Computer the most up to date station history is transferred to the ExScanner If you have questions about the HotSync process refer to the next section of the manual You may Hotsync the ExScanner at any time and anytime you Hotsync the most up to date station history data will be transferred to the ExScanner To have the most up to date station history on an ExScanner it should be Hotsynced again after the latest data transferred to the Host Computer is processed Using the ExScanner in the Field The Exteris related software on the ExScanner is referred to as ExInspect Exlnspect allows you to electronically collect and view all of the information that appears on the printed workorder except for comments To start ExInspect click on the ExInspect icon on
79. ept of the PLA is explained in the Labyrinth label under the Adjustments to In Ground Station Inspection Scheduling Exteris is designed to give you total flexiblity with respect to the PLA You can disable PLA for all your sites if you choose to continue to check all sites normally during the PLA You can also enable the PLA for all of your sites but disable it for individual sites from the Site Editor This may be necessary if for instance you are contractually obligated to continue to check a particular site during the PLA but want to use the PLA on most of your sites You can also choose to have different PLAs for baited stations and unbaited stations This means baited station checks will continue to be scheduled during the PLA you have chosen for baited stations The limited activity period for baited stations must be less than or equal to that for unbaited stations Anticipating next number to be entered in a data field In certain fields you are supplied with what Exteris anticipates will be your next barcode number Examples of this are where the technician has postassigned barcodes during an installation Exteris anticipates that the barcode put in the next station is the one that is numerically next in succession lf this number is not correct simply erase it by pressing the space bar to erase certain digits or enter Ctrl K to clear the entire field Then enter the correct number Managing Preprinted Barcodes To correctly assign preprint
80. er In Windows 95 98 this can be done by clicking on the time in the lower right hand corner Generate workorders due on or before Exteris uses this date to select sites for which to generate inspection workorders All sites due for their next inspection on or before this date have workorders generated for them If you enter a future date from today all sites due for inspection between the last time workorders were generated and the date you enter will be generated Using a future date may be particularly convenient if you have a service technican who comes into the office on an irregular basis Generate work for All routes or Individual route A I You can choose to generate work for a single route or generate all workorders for the time period you enter Route to Generate Work for Enter the number of the route for which you want to generate Workorders Generate for ExScanner Field Barcode Scanner If you make this choice an Inspection Workorder is created however no barcodes are assigned to the stations This field appears on the screen only if you have told Exteris that you have an ExScanner To do this go to the Main Menu and select the Utility Menu From this menu select ExScanner configuration 38 Call 1 888 Exterra for support Number of Zip 4 digits to do route prediction on 0 4 Exteris will make your site checks more efficient by helping you inspect sites that are close together at the same time It uses the last 4 digits of t
81. er in column 16 Station still in place Station and old barcode missing new station installed Column 7 not checked No Old barcode missing Column 9 checked New barcode installed in new station New station serial number in column 16 New station installed Inspection not completed various reasons 45 Call 1 888 Exterra for support Column 7 not checked No Station was not checked Column 9 not checked Barcode presumably still in station Beginnning the Inspection Data Entry Process Inspection Workorder Data Entry Site to enter data for 00000001 Date of inspection 12 09 1998 The first step of entering data for a site is to enter the site number and the date of the inspection as shown above Inspection Workorder Date Entry Screen Enter due date from the work order you are entering 07 02 1999 The next step is to enter the due date of the workorder This is a way to help verify you have the correct workorder available for data entry instead of an expired or prior workorder for this site Reconciling missing barcodes for stations scheduled to be inspected Reconciling barcodes turned in for stations not scheduled for inspection The next step is the reconciliation process Fortunately Exteris is designed to help you quickly sort through all the different scenarios charted above without having to think about which scenario a station fits Exteris checks for stations that were scheduled to be inspected at that site during this
82. eris be maintained Most importantly barcodes must be placed in the station to which they are assigned If barcodes are placed in the wrong station the data in Exteris concerning barcodes will be incorrect The best way to make sure barcodes are placed in the correct stations is to emphasize to your technicians the importance of 1 Placing the correct barcode in the correct station 2 Comparing the number of the barcode they are removing from the station to the barcode number in column 7 on the workorder column 7 is the number of the old barcode to be removed from the station and checking this off in the blank beside this column 3 Checking off the barcode they are inserting in the station in the blank beside column 9 as proof the barcode is being put in the correct station column 9 is the number of the new barcode assigned to the station Remember if the technician loses the new preassigned barcodes before they are installed replacement barcodes can be postassigned by writing the replacement numbers in column 15 on the workorder Postassigned barcodes come from the supply of unassigned barcodes that technicians should have with them at all times Making sure these simple steps are adhered to will go a long way toward making your use of Exteris as hassle free as possible 19 Call 1 888 Exterra for support Flexible Use of the ExScanner The implementation of the use of the ExScanner with Exteris is designed to be as flexible a
83. eris was last started will be lost Any workorders printed this session will be lost and any data entered during this session will be lost If this occurs call Exteris technical support at 1 888 398 3772 Deleting Sites Sites are deleted with the site editor however site numbers are never reused This helps keep your billing for Exterra use straight Station Numbering and Limitation on Number of Sites Any individual site can have up to 150 stations Station numbers are followed by a period For example station 1 appears on the screen as 001 The period after the station number is necessary because of the way alpha stations are entered as explained below 89 Call 1 888 Exterra for support Alpha Station Numbering When for whatever reason a new station is placed in the ground between existing stations that station is numbered as an alpha station Alpha simply means that the station number is the same number as the previously installed station that it is closest to plus a letter of the alphabet The alpha character in the station number is separated from the numbers by a period For instance a station physically installed between station 13 and 14 would be called 013 A A station physically installed between 013 A and 014 would be 013 B This method of station numbering assures that stations are listed on the Inspection Workorder in the same order they are physically found in the ground around the structure Printing Inspection Worko
84. ftware on the ExScanner section in the next column SPT1700 Hotsync Installation Begin installation of the ExScanner related software on the host computer by inserting the Exteris CD ROM in your CD ROM drive Wait for the Main Installation Screen to appear Once it appears click on the nstall HotSync Software button on the Main Installation Screen eene gt ede tek Hhd o s3 Pany oe eee uo peqer wiskowe ole aa Dessteo Cele wegen Tri peger a onscel Pesky Zadig of ye coveuxt Coslene x pi Soxp endtencke SY PMS pe Fam wiry CER Seed aie dll 4g n pet al SANH gt G The moganis ee doded by comig thee and iinr ais dined Uns ec Koro cih woro ihr wogan o aw pi i ymd cea ilea ira idi onl valgi ea ndi Wallet oniwa odie esd nunk Ie 110 The screen pictured above and other screens similar in appearance will appear You will be asked a series of questions the answer to which is usually next You will also be asked to choose between a typical and custom installation Choose typical After this you are prompted for your name Instead of your name enter Palm1 for your first ExScanner The software will then attempt to confirm which host computer COM port you have attached the cradle or cable to If you are using a cable instead of a cradle you may receive an error that the software cannot detect the cradle the software is not designed to properly detect the cable If this happens you will then
85. gin period of predicted limited activity and the first date in the winter spring that the climate data predicts that the average mean exterior air temperature for that date at that application site will be above 50 F end period of predicted limited activity However if the number of days excluded according to this rule exceed 90 then schedule the date of the first inspection after the end of the period of predicted limited activity according to the rule or within 30 days of the date of the end of the period of predicted limited activity whichever of these two dates occurs first However under no circumstances should more than six months elapse between inspections of receptacles The PPLA is a period of the year during which low temperatures result in decreased levels of termite activity In certain parts of the country such as Florida Hawaii southern Arizona and the immediate Gulf Coast there is no PPLA However for parts of the country the PPLA can be of substantial length The important thing to remember is that the use of the PPLA is completely optional If you do not want to use it simply turn it off in Exteris In addition to being able to turn it off you can turn it off for baited stations continue to check them but leave it on for unbaited stations not check unbaited stations You can shorten the length of the PPLA for all stations or for unbaited but not baited stations Consider the following variations on the use of the PPLA
86. h the barcode was scanned or the site and station are correct but the initial installation of the barcode in this station was not properly entered into Exteris Regardless of the reason for the inconsistency of the data you are given a chance to correct the data on the following screen which appears when Exteris finds such an inconsistency Process ExScanner Inspection Data Site 00000218 Stations with no data Stations scheduled for inspection have an in front of them 005 006 007 Unable to find the station for barcode 5200705870 From the station number list above pick the station with which to associate the data collected with this barcode or enter 000 to discard the data for this barcode Station number to associate this data with 000 When this screen appears you must attempt to correct the discrepancy by identifying which station the barcode actual belongs to and by association which station the data was collected for The first thing to notice on this screen is that the number for all stations at that site for which data has not yet been input appear on the screen The stations that were scheduled for inspection during this inspection are preceded by an asterisk as these are the stations that it is most likely the data was collected from It is from these stations that you must choose which station to associate the barcode and data with To attempt to associate the barcode and the data with the correct station either ask
87. h two inward pointing arrows at the lower right corner of your Windows desktop Close to the clock Click on this circle A vertical bar will appear Select Setup on this bar Then click on the Local tab on the screen that appears Finally select the number of the correct COM port and click OK Call 1 888 Exterra for support
88. he EXScanner 0 cece cceeeeeeeeeneeeeeeencaeeeeeeaeeeeeeaeeeeeeaeeeseenaeeeeneaes 80 Entering Station Data into the EXScanner 0 eee eceeeeeeeenneeeeeeeneeeeeeaeeeeeecaeeeeeenaeeeeeenaeeeeeeaes 80 Manually Scheduling Next Station INSPECTION eee ee eeeeeeeeeneeeeeeaeeeeeeaaeeeeeeetaeeeeeenaeeeeeeaaes 81 Viewing Station HIStory 2c c0 dad nee tela ind eia eri atrii cond d eed alent 81 Editing or Deleting Data Entered into the ExSCannet cccccceseeeeeeeneeeeeeceeeeeeenieeeeeenteeeeenaees 82 Install Now Site Senir Saders lati Mit haar eA aceite ei Ad alee 83 Edit Newly Installed Site viorii enini le heron ded eel Meade 86 Uploading ExScanner Data to the Host Computer cccccecceceecceeeeeeeeeceeaeeeeeeeeeseestneeeeees 86 Processing ExScanner Data on the Host COMmputel ec ccceeeeeceeeeeeeeeeeeeeeeeeseeaeeesennaeeeeeeeaees 86 HotSyncing the ExS canner aeree st scdecieel see eactde tens E A eats A taeetalinds 86 DOCUMENTS ON EXTERIS CD ROM cccccccesseeeeeeseeeeeeeseeeeeeeeneeeseeesnaeseseseaeeesesaeseseseeaeeeeeeans 88 HELPFUL HINTS rio rarai ROEA ROS ete Rages ate ida ieee are ies 89 SHORTCUT KEYSTROKES ii cieccccieittcniee citeedie aceeey cteeeevs stuceres ceacestevccacnevescucctesseasecvecteterevetecseve sc 93 USING WINDOWS MICROSOFT BACKUP TO BACKUP EXTERIS DATA sccsssseereeseeeeees 94 Creating a Microsoft Backup Job of Your Exteris Data cccccssseeeessseeeeesseeeeeseeeeeenseee
89. he red button Go to the home screen by touching the house icon with the stylus Select HotSync on the ExScanner Home Screen by touching the Hotsync icon with the stylus find the HotSync icon on the screen a circle with two arrows pointing inward A large HotSync icon will then appear in the middle of the screen Touch this button with the stylus The ExScanner has been automatically hotsynced with the Host Computer when the words HotSync operation complete or words to that effect depending on the model of your ExScanner appear above this button on the ExScanner screen Identifying ExScanner to Host Computer Once you have done either of the above a companion HotSync program will be launched on the Host Computer after a few moments This program will ask you to select a user to identify this specific ExScanner Select the name you wish to use with the ExScanner that is attached to the host computer This 111 is nomally Palm1 the name you had entered earlier during the Hotsync installati process however it may be different if you chose another name or are syncing more than one ExScanner If this is not the only ExScanner you are synchronizing you will need to enter a different name for each ExScanner by pressing the new button on the screen and entering the name of each ExScanner one at atime Once you have entered names for the additional ExScanners such as Palm2 etc you must then select that name and pre
90. he zip code to determine which sites are in close proximity with one another You tell Exteris how large of a geographic area to search by selecting how many of the Zip 4 digits to use The more Zip 4 digits you enter the smaller the search area will be For example if you enter 2 Exteris will search sites located in the zip codes 64631 4300 through 64631 4399 Number of days to look ahead for route prediction 0 9 The next step is to decide the number of days ahead that you would like Exteris to consider moving up inspection due dates You do this by entering a value number of days not to exceed 9 For example you enter a number of days value of 5 Based on this value Exteris would then take the sites located in the zip codes 64631 4300 through 64631 4399 and determine if they had an inspection due within 5 days of the date for which you are generating workorders Though the other sites are not due for inspection today you may inspect them a few days early to cut down on the amount of driving between sites This feature will be most valuable after you have developed a large number of sites Do you wish to print site plan scans Y N ExScan users may print site plans at this point See ExScan section for a complete explanation of ExScan Barcodes Verify barcode information as it appears on the screen It is very important to verify the number of the first barcode you are planning to use This ensures that the barcodes will be assign
91. horter check periods for jobs due to the circumstances at that individual site or contractual obligations to perform such checks more often The global check periods for all sites are set from and can be changed from the Configuration option on the main menu Station Information Editor If you need to modify station information add or delete stations or change existing information entering S will move you to the Station Information Editor Exterra Station Information Editor Site Number 00000001 Station Number 001 Existing Stations 001 002 What do you wish to do with this station M to modify this station D to delete this station W to work with another station Choice Type 000 to create a new station with the next available Press ENTER when done 51 Call 1 888 Exterra for support Modify Station The following screen allows you to modify any station information Station Information Editor Site Number 00000006 Station Number 013 Station Barcode 0000000000 Station Serial Number 0000000 Installation date 12 02 1999 Last Inspection date 12 02 1999 Last Service date 12 02 1999 Record last updated 12 02 1999 Next Inspection date 00 00 0000 On last inspection Active termites N Station baited N Excessive moisture N All barcode information up to date All work order information up to date Bait Lot 0000000 Station Type Round Square S Comments one line Delete Station Removes station informatio
92. imately 8 hours of continous use before the battery requires recharge If the battery becomes low while using the barcode scanner you may receive the message Battery low error The other functions will continue to work until another low battery alert occurs When the scanner deactivates because of a low battery condition recharge the battery as soon as possible If you try to scan when your battery is low you will receive the message Your battery is too low for scanning When you receive this message recharge your battery and attempt scanning again Similarly if the battery becomes low in the course of normal use an alert appears on the terminal screen describing the low battery condition The message you receive is Your batteries are low If the battery becomes extremely low you receive the message Your batteries are extremely low Recharge the battery as soon as possible in either event If you remove the battery the built in backup power maintains all data in memory for a period of up to 2 minutes Whenever you remove the battery replace it with a fully charged spare battery immediately If you encounter any difficulites in the course of battery replacement reinstall the original battery and wait a few minutes for the backup power to recharge If the battery drains to the point where your ExScanner does not operate it stores your data safely for an indefinite period of time In this case there is enough residual e
93. ing process Refer to the Inspection SubMen Main Menu gt Data Entry Menu gt Inspection Menu gt 4 Process Inspection Data transferred from ExScanner HotSyncing the ExScanner Hotsync is the computer utility that transfers inspection data to the Host Computer and Station History data back to the ExScanner Make sure Hotsync is running on your Host Computer by checking for the HotSync icon next to the clock in the Windows Desktop tray If it is not there refer to the next section of this manual for directions on getting Hotsync running If you are using a cradle e Place the ExScanner in the cradle e Press the button on the cradle e When the large HotSync icon appears in the middle of the screen and the words HotSync operation complete appear on the screen or words to that effect depending on the model of ExScanner you have all Exlnspect data on the ExScanner has been successfully transferred from the ExScanner to the Host Computer and the newest set of station history is transferred from the host computer to the ExScanner If you are using a cable e Make sure the ExScanner is turned on e Connect the ExScanner to the Host Computer e Go to the ExScanner Applications Screen To get to the Applications Screen on the ExScanner touch the stylus to the Applications icon button with house on it e Touch the HotSync icon on the Applications Screen with the stylus You may need to scroll the screen in order to find it e When the larger
94. ion done Checking barcode database done Press ANY key to enter the program If Exteris finds any problem with your configuration you will receive an error message like the one below You will not be able to continue until the error is corrected Call 1 888 EXTERRA for help Every 3 months the following error will appear if you have allowed you Activation Code to expire New activation codes are given by Ensystex up to 15 days before the expiration of the current code You may call Ensystex at 1 888 EXTERRA during this period to receive your new Activation Code Your operator code or activation code has expired You should have received an operator code and activation code from Ensystex when you received this program The activation code expires once per quarter on 1 January 1 April 1 July and 1 October each year To obtain a new activation code please call Ensystex at 888 EXTERRA Please press C to enter the configuration screen to update them OR Press E to exit Exteris 24 Call 1 888 Exterra for support Main Menu All uses of Exteris begin from the Main Menu shown below Any part of Exteris is accessible from this menu Entering 0 zero or pressing lt Esc gt will exit you from Exteris Remember In Windows you cannot close Exteris by clicking on the X in the upper right window corner until you have exited the program Exterra Information System Main Menu New Sites before amp after installati
95. ions during the last inspection and parameters you set In addition to its data collection capabilities Exteris also has extensive data reporting capabilities Finally Exteris is used to report to Ensystex your use of Exterra in order that you can be invoiced for your use of Exterra Exteris and labor saving efficiencies The Labyrinth label permits variablity in the timing of future station checks at a site based on the presence or lack of termite activity in a station the last time it was inspected If termites are not found in a station during an inspection the Labyrinth label permits a longer period of time to elapse before you are required to check the station again than would be permitted if termites were found in the station during the inspection The scheduling of station checks based on this permitted variability is one of the most important functions of Exteris Further inspection labor savings are realized with Exteris because of another concept contained in the Labyrinth label the Period of Predicted Limited Activity This period is a period of the year during which no station inspections are required The period of predicted limited activity for an area is dependent upon the climate in that area Not all parts of the US have a period of limited activity however in some areas this period can be of considerable length Periods of limited activity are determined based on the zip code of the site Exteris also gives you the ability t
96. irst inspection of a baited station can be set between one day and the value for other baited stations see below This variable is to allow for a shorter check period during the time of maximum bait consumption that normally occurs immediately after bait is placed in a station Time between inspections of baited stations Configuring check periods for stations at individual sites The time between inspections of stations at individual sites can be set separately in the event stations at certain sites need to be inspected on a different schedule For example you might sell a large job at which it has been specified that all baited stations be checked every 30 days and all unbaited stations be checked very 60 days With Exteris this is possible 13 Call 1 888 Exterra for support Period of Predicted Limited Activity The Period of Predicted Limited Activity PPLA is a period of the year during which it is not necessary to check stations Exteris contains functionality that lets you have complete control over using or not using the PPLA The Labyrinth Termite Bait label also contains the following language regarding the PPLA Adjustments to In Ground Receptacle Inspection Scheduling Decreases in elapsed time between inspections of a baited receptacle may be warranted if consumption of all the bait in the receptacle occurs during the interval between any two inspections Because subterranean termites are cold blooded poikilothermic animals
97. isor we feel that there is no cost reason to not use the ExScanner 65 Call 1 888 Exterra for support ExScanner Step by Step Once you have made the decision to use an ExScanner the following steps must be completed to begin such use Purchase an ExScanner and either a cradle or cable to connect it to the Host Computer Choose the USB cradle if you have a USB port on your computer Choose the serial cradle if you do not have a USB port Attach the ExScanner to the Host Computer according to the instructions in this section of the manual Install the ExScanner related software on the Host Computer according to the Installation Instructions contained in the Appendix of this manual Install the ExScanner related software on the ExScanner according to the Installation Instructions contained in the Appendix of this manual Synchronize the ExScanner with the Host Computer according to the Installation Instructions contained in the Appendix of this manual Notify Exteris that you are using an ExScanner by selecting Utility Menu gt Configure ExScanner from the Main Menu Whenever you are generating workorders tell Exteris that you are using an ExScanner when asked that question on the Workorder generation screen for those sites or route for which you are in fact using the ExScanner Transfer data from the ExScanner to the Host Computer after inspections are completed by Hotsyncing the ExScanner to the computer according to the instructions con
98. ite or station can be modified here including information for individual stations Site Information Editor Site Number 00000000 Customer Name Phone Enter a site number to change information about that site Press ENTER to return to the menu Site Number Enter site number for the site you wish to edit At this time you can choose to work with site information or individual station information If the site has only been pregenerated but no data has been entered the following screen will appear Site Information Editor Site Number 00000002 Customer Name Phone Site not yet installed You must complete installation before editing Do you wish to delete this site Y N If you want to delete the site enter Y 49 Call 1 888 Exterra for support Site Information Editor Site Number 00000001 Customer Name Bugs Bunny Phone 910 484 5566 What do you wish to do with this site M to modify this site customer information D to delete this site U to suspend unsuspend site P to disable enable PLA for this site C to change station check periods for this site S to move to Station Information Editor add modify delete stations W to work with another site Choice Enter a site number to change information about that site Press ESC to return to the menu Modifying A Site If you choose to modify this site by choosing M you will be taken to the site editor screen Deleting A Site You can delete
99. kkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkk 1 Enable Disable PPLA system 2 Configure PPLA for Individual Zipcode 3 Print PPLA by Zipcode report 0 Return to Previous Menu kkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkk Select one of the options lt 0 3 gt Periods of Predicted Limited Activity PPLA are globally configured from this SubMenu PPLAs for individual sites may be configured from the site editor 1 Enable Disable PPLA System Enable Disable Period of Predicted Limited Activity When ENABLED the Period of Predicted Limited Activity suspends station Inspections during the period of decreased termite activity When DISABLED the system will ignore the Period of Predicted Limited Activity for all zipcodes Inspections will be scheduled normally The Period of Predicted Limited Activity is currently ENABLED Do you wish to DISABLE the PLA system Y N N To use the PPLA system you must enable it Before enabling the PLA system run the PLA by Zip Code Report Menu Option 3 to make sure you understand the length of the periods during which station checks will be suspended Rember you can alter the lengths of the PPLA for individual sites however this is done from the Site Editor 56 Call 1 888 Exterra for support 2 Configure PLA for Individual Zip Code Period of Predicted Limited Activity Individual Zipcode Configuration Use this screen to shorten or disable the PLA for
100. l be taken to the data export routine where you will be required to peform an initial data export Follow the instructions to perform an export You must have an active internet connection to successfully perform an internet export Installation of Exteris on your host computer is now complete Exit Exteris by pressing the Esc key In the future you restart Exteris by clicking on the Exteris Shortcut Icon on the Windows Desktop Screen Call 1 888 Exterra for support Connecting ExScanner to Host Computer Refer to the Getting Started with an ExScanner section of the Exteris User s Manual for instructions on attaching the ExScanner to your Host Computer and actually using the ExScanner Installing ExScanner Related Software on the Host Computer Do not proceed unless you have 1 attached the cable or cradle to the host computer as explained in the Getting Started with an ExScanner section of this manual 2 put the batteries in your ExScanner and fully charged the ExScanner Begin the installation process by installing Hotsync This process differs depending on which type of ExScanner you are using as explained below Installing Hotsync on the ExScanner Handspring Visor Hotsync Installation If you are installing a Handspring Visor install Hotsync on the host computer according to the instructions in the Handspring supplied instruction manual After finishing this skip to the Synchronizing and Installing Exlnspect So
101. l on your monitor instead of printing it out click the View Documents button and click on the ExScanner icon You can print out individual pages while viewing them Chapters 1 and 3 and pages 1 1 through 1 24 are the most useful to view and print out Connecting the ExScanner to the Host Computer In order to transfer data from the host computer to the ExScanner and vice versa software must be installed on the Host Computer and the ExScanner and a physical connection must be established between the Host Computer and the ExScanner Directions for installing ExScanner related software on the ExScanner and the Host Computer are contained in the Installation Instructions in the Appendix of this manual The connection is established by attaching a cradle or cable to the host computer at one end and to the ExScanner at the other A cable connection is the most economical method of connecting the two however the cradle is slightly more convenient You should have received one of these devices with your ExScanner If you did not you cannot proceed with an ExScanner installation Hook the cable cradle to the computer based on the type of connection you have selected USB vs Serial If you have a serial cable connect the cradle or cable to the host computer at an available 9 pin serial port on the rear of your computer If you only have 25 pin serial ports on your computer you may need to get an adapter available at Radio Shack Part Number XXXXX Cons
102. lenty of barcodes in stock When the barcodes that are removed from the station are turned in at the office the numbers on the barcodes must be entered into the host computer A barcode scanner hooked to the Host Computer not to be confused with the ExScanner explained below is the most efficiently and timely way to enter these numbers into the Host Computer however it is not required to use Exteris If you choose not to use a barcode scanner you can instead manually enter barcode numbers using the keyboard or numeric keypad If you have a large number of sites you should purchase an ExScanner as explained below ExScanner TheExScanner is an electronic data collection device based on the popular Palm Pilot Platform Barcodes are still placed in stations however the ExScanner eliminates the need to swap out the barcodes Instead of removing the barcode in the station and replacing it with a new one the barcode in the station is scanned with the barcode reader built into the ExScanner The use of an ExScanner is also optional however its use makes sense if you have a large number of sites Barcodes Preassigned or Postassigned Barcodes are either preassigned or postassigned to a station Barcodes are preassigned by Exteris at the time of Workorder generation or postassigned by the technician in the field Barcodes can be preassigned or postassigned for both Installation and Inspection Workorders Some but not all of
103. made Random field checks of a few stations can ensure that technicians are placing barcodes into the stations properly During these field inspections it is important to make sure a barcode label is present in the station AND that the barcode matches the station correctly It is arguable that it is harder to defeat the barcode swapping verification method backed up with random supervisory field checks of stations than a scheme that involves assigning a permanent barcode number to a station and scanning it with a field barcode scanning apparatus see ExScanner below Exteris barcode swapping inspection verification system combined with supervisory double checks makes Exterra s inspection verification almost foolproof 7 Call 1 888 Exterra for support Barcodes The Inspection Verification Tool Each individual barcode has a unique number on it that will never be duplicated This means that no two stations will ever contain the same barcode The barcode number is printed on the barcode both as a number and as a barcode Barcodes must be printed on water and termite resistant paper with a thermal transfer printer so that the barcode will be legible even if it spends a considerable amount of time in a station Ensystex sells these special barcodes to you for a very reasonable price You can expect barcodes for the average structure to cost less than 2 50 per year Because workorders can not be generated without barcodes make sure you always have p
104. mite activity is marked on a subsequent work order as having reappeared Press any key to continue 58 Call 1 888 Exterra for support Exterra Information System Colony Elimination Menu kkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkk 1 Print Feeding Cessation Report 2 Confirm Presumed Colony Elimination Screen 0 Quit kkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkk Select one of the options lt 0 2 gt 1 Print Feeding Cessation Report This option prints a list of stations that are candidates for presumed elimination based on the absence of termite activity from the station for at least 60 days Use the information that appears on this report to help you decide whether you think it is reasonable to conclude that colony elimination may have occurred Once you have selected stations at which you believe colony elimination has occurred proceed to the confirm this elimination with the next routine 2 Confirm Presumed Colony Elimination Screen Enter the site number and station number for stations at which you believe colony elimination has occurred Proceed according to the directions Once you have confirmed presumed colony elimination an is printed next to the station number on the workorder until any remaining bait in the station is removed and the interceptors are replaced 4 Convert Station Only System Use to Standard System Use This routine is accessible from the Data Entry SubMenu
105. mith street Shipping City State Zip anywhere usa Phone Number 111 State License Certification Number 123 Contact Name john doe 60 Call 1 888 Exterra for support 2 Printer Configuration Configure Printing System Choose Printing System 1 DOS Windows 3 11 2 Windows 95 98 NT System choice 2 Select DEFAULT Printer or Compatible model 1 HP DeskJet all models 6 HP LaserJet 4 all models 2 HP LaserJet 7 Epson Dot Matrix all models 3 HP LaserJet 8 IBM Proprinter or compatible 4 HP LaserJet 2p all models 9 Canon BJ10e or compatible 5 HP LaserJet 3 all models 0 Postscript all make and models Printer choice 6 Select DEFAULT Printer Port 1 Iptl 2 Ipt2 Port choice 1 3 ExScanner Configuration If you are using an ExScanner you must tell Exteris by selecting this menu item Once this menu item is selected a question about whether or not you want to use an ExScanner will beginning appear whenever you are generating Inspection Workorders 4 Turn on technical support mode Choose this option only if you are instructed to do so during a technical support call to Ensystex 5 Purge deleted data from database Choosing this option will remove any deleted items from the disk Doing this frees up disk space Be careful when using this option Purge Deleted Data WARNING This will PERMANENTLY remove deleted data from your database Are you sure you wish to continue Y N
106. mputer If you want to enter the customer information in the field press the Yes button after which the next four screens will appear in sequence If you press no the next four screens are skipped 84 Call 1 888 Exterra for support After you have entered customer information or chosen to enter it on the host computer the following screen will appear Enter all newly installed station information from this screen and the screens that follow it Station information can also be edited from this screen 85 Call 1 888 Exterra for support Edit Newly Installed Site You can edit information you have entered concerning a new site up until the time the site information is transferred to the host computer Do this by pressing the Edit Installation button Uploading ExScanner Data to the Host Computer The transfer of data from the ExScanner to the Host Computer occurs independent of Exteris as part of the HotSync process Every time you want to transfer data from the ExScanner to the Host Computer all you have to do is HotSync the ExScanner After this is done the data is then present on the Host Computer in a form that Exteris can use If you have questions about the HotSync process refer to the next section of the manual Processing ExScanner Data on the Host Computer Exscanner collected data is now on the Host Computer in a form that Exteris can use ExScanner data is processed by Exteris as part of the Inspection Workorder process
107. n EJ Resource Meter B MS DOS Prompt Fa Netscape Communicator gt lt ScanDisk A Pogan p Und PowerChute plus 3 Scheduled Tasks nese GA QuickTime GA Terminal Services Client X gt w Encarta Encyclopedia 99 A Find ND Microsoft Works S ier SS Microsoft Money TI Bun 3 Microsoft Works Calendar Troubleshooter SystemWizard __ 3 Descent 3Demo 2 Loa OtfJason ATI Multimedia RP ShutDown J gt Windows Media Player Asm Z E EA descents 94 Call 1 888 Exterra for support The following dialog box will appear on the screen Select No to continue Microsoft Backup J MyBackup gic a 95 Call 1 888 Exterra for support On the next screen select Back up selected files folders and drives and then press the Next button aad ceed ll vet What to back up You can either back up everything on your computer or you can back up specific drives folders and files Click Next to continue C Back up My Computer Backup all files and folders on my local drive s Options For Help press F1 This will bring up the screen with which you select the files you want to backup which in this case is your Exteris data To do this click the plus symbol next to your C drive Then click the plus symbol next to the EXTERIS folder Finally click the empty box next to the DATA folder A blue check will then appear in the box next to the DATA folder as shown below
108. n Work with another Station Allows you to edit information for a different station 52 Call 1 888 Exterra for support Reports The Reports Menu accessible from the Main Menu provides you with a wide selection printed or screen viewable reports related to your use of Exterra Some reports are useful in confirming the correctness of the data you have entered into Exteris Other reports help you configure the intervals between station inspections Other reports help you analyze the progress of Exterra in helping control termites at individual sites and stations Exterra Information System Report Menu 1 Site Check Date Forecaster Site Discrepancy Report Pending Site Installation Report Lists open pregenerated WorkOrders Individual Site Information Report Individual Station Information Report Maintenance Fee Due Date Report System Use Summary Report 0 Return to Previous Menu kkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkk 2 3 4 5 Check Period Configuration Report Display non standard check period sites 6 7 8 1 Site Check Date Forecaster One of the most useful reports available from Exteris is this report This report provides a listing of all your sites sorted in one of three orders you choose Note Print a copy of this report frequently to make sure inspections are current 2 Site Discrepancy Report Lists sites for which barcodes have been scanned but workorder
109. n on the screen Scrolling the Applications Screen SPT1700 only Touch the top or bottom portion of the scroll buttons on either side of the yellow button on the front to view parts of the menu that may not be visible Alternately touch the top or bottom of the vertical arrow on the right side of the screen The screen will scroll up or down depending on if you touch the top or bottom of the buttons or arrow Scrolling the Applications Screen Visor only Touch one of the two center buttons below the screen to scroll the screen up or down to view parts of the menu that may not be visible Applications Icon Button with house diagram Touching this icon at any time will return you to the Applications Screen If you touch this icon whenever you are entering actual station information this has the same effect as if you had touched the cancel button on the screen Preferences Button Pressing this button will display a selection preferences The important preference to check is Beam Receive This must be set to on If for some reason it is not set to on touch the off beside Beam Receive and then select on to turn on beam receive Time Date and Battery Level Set the time and date by touching the Prefs icon on the Applications screen The time and date and battery level are displayed in the upper left hand corner of the screen In order to conserve battery life the ExScanner will power down the screen after a period of inactivity If this occu
110. nergy in the battery to store the data but not enough to turn on the ExScanner If you try to turn on your ExScanner and it does not turn on charge the battery immediately If you leave a drained battery in your ExScanner for an extended period of time you can lose all of the stored data If this happens charge the battery immediately If it does not turn on after charging perform a reset according to the instruction in the Resetting Your ExScanner section of this this manual 70 Call 1 888 Exterra for support Resetting the ExScanner Under normal circumstances you will never have to reset your ExScanner However on rare occasions the ExScanner may hang no longer respond to buttons on the screen In this case and sometimes when the ExScanner is first used you must perform a reset to get the ExScanner running again If you are confronted with the need to perform a reset perform a soft reset first If that does not work then perform a hard reset Soft Reset A soft reset resets the ExScanner without erasing any of your user installed software or data To perform a soft reset 1 Remove the battery cover from the back of the ExScanner SPT1700 only 2 Turn on the ExScanner but do not hold down the power button 3 Use the tip of the stylus to gently press the reset button on the back of the terminal the reset button is the button to the right of the battery compartment if you look hard you can see the words reset above it yo
111. nstructed below and you cannot find it it is probably not installed on your computer The first time you use Microsoft Backup you must create your backup job Once this is complete you will be able to select to use this job in the future to quickly backup your Exteris Data Creating a Microsoft Backup Job To begin the process open Microsoft Backup by selecting the Start Menu then clicking on Programs then selecting Accessories then selecting System Tools and then finally selecting Backup as illustrated below If Backup is not an option refer to the Installing Microsoft Backup section of this manual SS McAfee VirusScan EI Outlook Express A Windows Explorer E Calculator jg Character Map Adobe Acrobat 4 0 gt E Imaging J Clipboard Viewer Paint Shop Pro 6 gt amp Notepad 4 Compression Agent MicroProse gt amp Paint Disk Cleanup Exteris gt Y WordPad K Disk Defragmenter Logitech WingMan gt amp Synchronize Drive Converter FAT32 Real gt Network Tools gt DriveSpace Fn CU SeeMe ee Ghostscript 8 HP Application Recovery CD required Games gt J GSview BD HP Help GS Tools gt BB HP Financial Calculator HP Pavilion Support ID HP Scanning Software gt 5 Secure Shell Keyboard Manager y Maintenance Wizard ta Re Easy CD Creator Kodak DVC323 G Net Watcher m MSC Inc McAfee VirusSca
112. ntains several important documents that you can print out locally The documents on this disk are updated and supplemented on a regular basis Consult the latest Authorized Operator Update you receive with each new CD ROM for a listing of new and updated documents on this disk See the Documents on the Exteris CD ROM Section for a complete explanation of how to access these documents Placing Exteris in a Windows Screen Box in Windows 95 98 If Exteris occupies the entire screen you cannot see the Windows bar at the bottom of the screen you can place it in a Box similar to a Windows program by pressing lt Alt gt then lt Enter gt Buttoning Down Exteris in Windows 95 98 You can minimize the Exteris screen like any other window by clicking on the minimize icon in the upper right hand corner of the window the underline character after you have placed it in a box Exiting Exteris in Windows 95 98 Because Exteris is a DOS program you cannot close it down by clicking on the X close program icon in the upper right hand corner of the Exteris Box To close Exteris you must enter 0 or press Esc as instructed on the initial Exteris screen When you enter 0 or press Esc Exteris shuts down and the Window containing Exteris disappears Whenever you exit Exteris all of your records are reverified Occasionally this may result in Exteris finding errors in your data due to bugs in Windows If this occurs all of the data you have entered since Ext
113. o disable the period of limited activity so that you may generate workorders and continue to check sites during their period of limited activity 5 Call 1 888 Exterra for support To take advantage of these labor saving benefits while remaining in compliance with the Labyrinth label you must be able to determine when checks of each individual station are due To do this manually would be nearly impossible because of the different variables as explained above that are involved in determining when a station must be checked Using the Exteris computer program is the only way to reliably determine when station checks are due Although time must be spent accumulating and storing data in Exteris this effort is rewarded with substantial reductions in the number of station inspections during site visits 6 Call 1 888 Exterra for support Inspection Verification To effectively suppress and presumably eliminate termite colonies Exterra stations must be inspected and baited Although no method of inspection verification is absolutely foolproof the inspection verification methods used with Exteris can help keep inspectors honest particularly if the method is backed up with random field checks of stations by supervisory personnel There are two inspection verification methods available for use with Exteris One is a barcode swapping arrangement The second one uses a handheld data collection device referred to as the ExScanner that takes the place of bar
114. on Existing Sites before amp after inspections Site Information Editor Modify Del Sites and Add Modify Del Stations Reports Alter Station Inspection Scheduling Utility Menu Export Help Helpful shortcut keys here View or Print Exteris Manual Quit Exteris kkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkk Select one of the options lt 0 9 gt Broadly the use of Exteris is broken down into groups of events that are represented by the first seven choices shown on the Main Menu Option 1 takes you to a submenu from which you create new sites All new site inforrmation is entered after making this choice Option 2 takes you to a submenu from which you will deal with existing sites Option 3 allows you to modify or delete sites or modify individual station information Option 4 allows you to print out various reports that summarize your use of Exterra Option 5 allows you to within certain limitations and parameters affect how often individual stations are inspected Option 7 allows you to launch the routine by which you twice a month export Exterra use data to Ensystex 25 Call 1 888 Exterra for support New Site Menu Pressing 1 from the Main Menu launches the New Site Menu New Site Menu Before amp After Installation kkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkk 1 Computer Generate Installation Workorder Before Installation 2 Print Computer Generated Workor
115. on box again and check will appear in the box on white background c Click ok to install the components Go to the next section sentence below 3 2 Box does not contain check No System Tools are installed on your computer This procedure will install all of the system tools a Click on the box and a check will appear in the box on a white background b Click ok to install components Go to the sentence below 3 3 Box contains check and white background Your system already has Microsoft Backup installed Cancel and go back to the correct section of the Backup procedure When you have clicked OK Windows may prompt you to insert the Windows Installation Disk as supplied to you by the computer manufacturer not your Exteris Installation Disk Add Remove Programs Properties 2 x Install Uninstall Windows Setup Startup Disk l To add or remove a component select or clear the check box If the check box is shaded only part of the component will be installed To see what s included in a component click Details Components 3 Multilanguage Support 8 Multimedia 10 2 MB Online Services 0 0 MB amp System Tools Ey Web TY for Windows 0 0 MB Space used by installed components 78 6 MB Space required 0 0 MB Space available on disk 2629 9 MB Description Includes utilities for compressing and maintaining your disks and other system utilities 8 of 8 components selected Details
116. on to adjust the screen contrast Adjust the contrast with the stylus Barcode Scanner Activation The barcode scanner will only work when a program designed to scan barcodes such as the ExlInspect program has been activated The barcode scanner is activated by pressing one of the yellow buttons top or both sides When the scanner is activated a red LED will light above the yellow button above the screen When a barcode has been successfully scanned the color of the LED will change to green Screen Advancement When you scan a barocode within ExInspect on a main screen and it is a correct entry the next screen automatically appears However for the smaller subscreens you must hit OK 69 Call 1 888 Exterra for support Battery Management The ExScanner has a sophisticated battery management system However it is important to always keep the battery as fully charged as possible Two important ways to conserve battery power is to use the backlight feature as little as possible and to set the auto off feature to one minute as follows Setting the Auto Off Feature e Touch the Prefs button on the Applications Screen e Touch the triangle after the words Auto off After e Select one minute as the auto off after value If after use you find one minute to be too short a period of time choose two or three minutes instead The battery will fully charge in about two hours Under normal conditions the battery terminal battery should provide approx
117. owing question that appears when you press 3 Enter Installation Data from Installation Workorder Is this information being entered from a computer pregenerated workorder Y N N the information below appears when you enter N You will now be transfered to the Site Editor to enter the new site information After you complete that screen you will be transferred to the Station Editor to input the new stations Be sure you have all the necessary information including the completed installation workorder and barcode tabs Press any key to enter the Site Editor Be sure you have all the necessary documents including the Installation Workorder and the barcode tabs if the barcode numbers have not been written on the Installation Workorder For directions on completing the entry of site information return to the beginning of the Installation SubMenu Section above After you have review this section return here to continue within entry of station information Entering Individual Station Information Here you must enter information for each station you have installed Exterra Station Information Editor Site Number 00000006 Station Number 001 number that you enter Existing Stations Type 000 to create a new station with the next available Press ENTER when done 34 Call 1 888 Exterra for support Station Information Editor Site Number 00000006 Station Number 013 Station Barcode 0000000000 Station Serial Number 00
118. pes of Subtypes and the qualifications they must meet in order to be classified as being of this Subtype 10 Call 1 888 Exterra for support Initial System Use Subtype Tables Initial System Qualifications Initial System Use must Additional information that must be provided at time of Use Subtype meet in order to be eligible for this Initial Initial System Use in order for Site to be eligible for this System Use Subtype Initial System Use Subtype Standard None This Initial System Use Subtype applies to any None over and above that required by the Exterra License Site that does not qualify for any other Subtype Agreement Preconstruction Initial System Use must occur prior to or within 10 days after transfer of ownership of site from builder to first owner of the site buyer Applicable only to Initial System Uses paid for by customers with a contractor s license New Site owner name Site address and telephone number for every Site for which benefit of this Subtype is claimed Change of Initial System Use Date must occur during the 40 New Site owner name Site address and telephone number for every Ownership day period beginning 30 days prior to and ending 10 Site for which benefit of this Subtype is claimed days after transfer of ownership of site occurs Wood Destroying Insect Infestation Information Report must have been issued at time of Initial System Use by Operator Liquid Operator must have
119. port Entering Installation Workorder Information into Exteris The Installation Workorder is turned in upon completion of the installation If the Installation Workorder was pregenerated and barcodes were preassigned inputting installation data is limited to entering the station serial numbers and comments If the Workorder was field generated the barcodes postassigned by the technician are entered into Exteris in addition to station serial numbers and comments The barcode numbers are either written on the Installation Workorder by the technician or alternatively the station numbers are written on the barcode tabs If the site and station numbers are written on the barcode tabs the barcode number can be scanned from the barcode tab instead of being keyed in manually if you have a barcode scanner Routine Inspections Generating Inspection Workorders You must generate workorders in order to perform inspections Whenever you generate workorders Exteris automatically prints a Workorder for any site that needs to be serviced Exteris decides whether or not a sites needs to be inspected based on criteria you have previously entered If you are not using an ExScanner the workorder generation process begins with a prompt for you to enter a beginning barcode number from your supply of purchased preprinted barcodes Using the number of the first available unused barcode Exteris sequentially assigns barcodes to all stations that must be checke
120. prompted to recalibrate the screen If you have performed a hard reset and you have already loaded Exinspect on the ExScanner treat the ExScanner as a new ExScanner and go back to the ExScanner software Installation Instructions in the Appendix of this manual and start completely over DOE 71 Call 1 888 Exterra for support Installing ExScanner Related Software Install Exteris related software on the ExScanner and ExScanner related software on your Host Computer according to the Software Installation Instructions contained in the Appendix of this manual Configuring Exteris for an ExScanner If you are using an ExScanner you must configure Exteris to recognize this From the Main Menu go to the Utility Menu gt ExScanner Configuration Doing this will cause a question to begin appearing on the Workorder Generation screen regarding your intentions to use or not use an ExScanner 72 Call 1 888 Exterra for support ExScanner in Use If you are reading this it is assumed that you have already connected the ExScanner to the Host Computer have charged the Exscanner battery have familiarized yourself with its basic operation and have installed all ExScanner related software on the Host Computer and the ExScanner and have notified Exteris that you are using an ExScanner Generating Workorders for Use With an ExScanner Printing and using workorders when you use an ExScanner is optional When you are using an ExScanner workorders are g
121. rders in advance of due date Whenever you print Inspection Workorders you are asked for a date for which to print the Workorders The default is today s date however you can also enter a date up to 9 days in the future This allows you to print work for a future date This is most useful if you have inspection technicians that do not come into the office every day If you select a future date for which to print Inspection Workorders all Workorders due for inspection between today s date and that future date you select will be printed at that time Reprinting Inspection and Installation Workorders Because of the way that Windows and DOS programs communicate Exteris cannot fully supervise the entire Workorder printing process Exteris does know when you signal the printing process to begin However if for some reason a Workorder is not successfully printed Exteris cannot detect this print failure For this reason once you signal that a Workorder is to be printed Exteris assumes that the printing occurred successfully Exteris records the print job as having been successful and records the Workorder as printed If for some reason a Workorder does not print properly you can reprint it However to do this you must reprint it from the Reprint Screen Reprinting Inspection Workorders Inspection Workorders can be reprinted from the Inspection SubMenu Reprinting Installation Workorders Installation Workorders can only be reprinted in batches
122. rompted on a regular basis to print out this report You are then asked to select stations on this list that youi believe merit designation as stations from which colonies have been eliminated Once you decide to presume colony elimination in a station you are asked to confirm this to Exteris Once you have confirmed it Exteris reverts the station back to unbaited status Once this is done the check period for the station is restored to that of unbaited station Whenever you select this menu option from the Alter Station Inspection Scheduling Menu the following notice appears It is important that you read this notice carefully before proceeding This notice contains information that helps you understand what you must do to correctly proceed with the process of presumed colony elimination IMPORTANT INFORMATION PLEASE READ BEFORE USING COLONY ELIMINATION MENU On the next menu choose item number one to print the Feeding Cessation Report to review stations at which termite activity has been previously found but no activity has been present for at least 60 days After reviewing this report select stations at which you believe presumed colony elimination may have occurred Then choose menu item number two to switch the checkperiod of this station back to that of an unbaited station If you choose not to presume colony elimination has occurred the station will remain on the Feeding Cessation Report until colony elimination is presumed or ter
123. rrectly 6 Individual Station Information Report Print out this report whenever you want to review in depth data on an individual station 7 Maintenance Fee Due Date Report Print out this report for a list of sites with their next Maintenance System Use Fee due date 8 System Use Summary Report Prints a report that summarizes your use of Exterra The report is self explanatory 54 Call 1 888 Exterra for support Alter Station Inspection Scheduling Menu Exterra Information System Alter Station Scheduling Menu kkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkk 1 Configure check periods and work order expiration 2 Configure Period of Predicted Limited Activity 3 Colony Elimination switch stations back to unbaited status 4 Convert Station Only System Use to Standard System Use 0 Return to Previous Menu kkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkk 1 Configure Check Periods and Workorder Expiration See the Labyrinth label to review the importance of these check periods Configure Exteris Check Periods and Work Order Expiration Check Period for Baited SQUARE Stations Check period for first 3 insp max 30 days 30 Check period after first 3 insp max 45 days 45 Check Period for Baited ROUND Stations Check period for 1st inspection max 90 days 90 Check period after 1st inspection max 90 days 90 Check Period for Unbaited SQUARE and ROUND Stations Unbaited period maximum 90
124. rs simply press the red button and the screen will reappear 68 Call 1 888 Exterra for support Manual Character Entry Most entries of station data are made by scanning barcodes Letters and numbers can also be entered manually by either graffiti or the pop up keyboard Graffiti Graffiti is a stylized from of character entry performed with the stylus in the box at the bottom of the screen To familiarize yourself with the graffiti characters place you stylus at the very bottom center of the screen and drag it straight up to the top of the screen A chart of graffiti characters will be displayed Familiarize yourself with the style of each letter or number in order to efficiently use graffiti You can display this chart at any time in order to learn how to write graffiti Pop up Keyboard Can only be activated within a program such as ExInspect Touch the 1 2 3 in the lower right corner of the screen next to the magnifying glass with the stylus to enter numbers and the abc on the other side to enter letters When finished touch the done button not the Applications icon home button Screen Management Usingt the Backlight Control Holding the red button down continuously will cause the screen to invert and the back light to illuminate Use this as infrequently as possible as the backlight is a major battery draw Constrast Button The button on the opposite side of the ExScanner from the red button is the contrast button Touch this butt
125. rt 53 Perimeter Linear Feet 27 Period of Predicted Limited Activity 78 configure period length 57 enable disable by site 49 report by zipcode 57 PLA See Period of Predicted Limited Activity Post assigned Barcode definition 7 Pre assigned Barcode definition 7 Pregenerate Installation Workorder 25 printer configuration 22 61 printing documents from CD 75 Purge data 61 Rebuild barcode database 61 Reports 53 reprinting workorders 35 47 61 route prediction 38 serial numbers entering 31 Site Check Date Forecaster 53 Site Discrepancy Report 53 Site Discrepany Report 46 Site Information Editor 48 Site Information Rreport 53 site plan printing 38 39 51 station comments 33 Station comments 32 Station Information 34 Station Information Editor 50 Station Only System Use converting 52 Suspending Unsuspending a Site 50 Symbol explanations inspection data entry 46 20 technical support mode 61 Call 1 888 Exterra for support Initial installation Instructions for EXTERIS and or ExScanner Software 1 90 Operator Name Operator Code Exteris can only be installed on a personal computer running Windows 95 or later with a CD ROM drive In addition to Exteris and ExScanner software Adobe Acrobat Reader and documents that can be read with Adobe Acrobat Reader are also included on the CD ROM Be sure to terminate any other applications that are running when you are installing new software
126. s possible For instance you can use an ExScanner on one route while continuing to swap barcodes on all your other routes You can use an ExScanner on a route one day and not use it on that same route the next The only limitation is that once you have generated a group of workorders for use with an ExScanner you must use the ExScanner with all of the workorders in that group before you revert to swapping barcodes This is because this group of workorders will not have had barcodes pressigned to their stations by Exteris to swap Other than that the decision to begin using or discontinue using an ExScanner at any time flexible down to the route level The process of using the ExScanner works as follows When you are generating Inspection Workorders you are asked whether or not you want to use an ExScanner either for all workorders generated or for one or more routes When you tell Exteris that you are going to use an ExScanner it suspends the new barcode assignment process for the workorders that are generated at that time for the routes for which you have told Exteris that an ExScanner will be used Barcode assignment is suspended because with the ExScanner the barcodes in the station are scanned and left in the station instead of being removed In the field you use the ExScanner according to the instructions contained in another part of this manual When you return to the office the ExScanner is connected to the Host Computer at which time the
127. s an Exterra Authorized Operator 2 Copy Ensystex Export Data to Floppy Disk TECH SUPPORT ONLY Perform this function only if instructed to do so by Ensystex Technical Support 3 Export Site Data to Text File PCO use with other programs This option allows you to export all site data for use in other programs of your choice This utility exports a copy of your site information to the file exports sites txt This report arranges data for each site as follows with a tab between each field Site number customer number name first last and the date of your next inspection It lists all sites for an installation and can sort by name customer number or date 63 Call 1 888 Exterra for support ExScan Whenver a new site is entered you can scan the site plan into Exteris using ExScan Then whenever you print a workorder for this site you can also print a copy of the site plan at the same time This eliminates the need for you to find a site plan every time an inspection is scheduled Whenever a change is made at the site station moved added or deleted simply make a change to the original site plan keep them in a safe place such as as folder and rescan the updated plan By doing this you maintain the integrity of the site plans that are contained in Exteris ExScan works only on computers running Windows 95 or 98 It is automatically installed when you install Exteris ExScan allows you to scan site plans into Exteris Once they
128. se this method you should then promptly mail us this diskette When we receive your data we process it print an invoice and mail the invoice to you in order that you can pay us the amounts due Failure to send us this data on a timely basis can result in your suspension or termination as an Exterra Authorized Operator 21 Call 1 888 Exterra for support Installation of Exteris What you need to begin using Exteris Required Equipment Exteris CD ROM sent to you with startup kit Updates are sent out regularly Installation Instructions Refer to the Appendix of this manual You may also have received Installation Instructions separately if you are a new operator Operator Code and Activation Code These are written on a sheet of paper included with the CD ROM The Activation Code must be changed every three months Barcode Labels Purchased from Ensystex One roll of barcodes has 500 barcodes You cannot use Exterra with these barcodes Host_Computer e Running Windows 95 or later e 500 megabytes of available hard drive space more needed if you scan site plans Printer e For printing workorders and site plans e HP laser printer is preferred and fully supported e Printer with built in Postscript is best but is not required Optional Equipment Host Computer Barcode Reader not to be confused with the ExScanner e Attached to Host Computer may be purchased from Ensystex As you add more sites the barcode reader can mak
129. ss OK to sync that ExScanner Be sure that each time you HotSync a different ExScanner that the ExScanner attached to the cable cradle is the one whose name you have selected to HotSync If you have any questions about the HotSync process refer to the manufacturer s users manual Call 1 888 Exterra for support Installing ExInspect on your ExScanner including updated Versions Now that you have established the identity of the ExScanner and communication between the ExScanner and the Host Computer the next step is to transfer the ExInspect software from your host computer to the ExScanner Initiate this process by going to Start gt Programs gt Exterra gt Install Exlnspect on ExScanner When this process is initiated a small box will appear on the screen In this box you must select the name of the ExScanner to which you want to download the ExInspect software at this time Once you have done this another box will appear confirming the software has been installed When this screen appears all you must do is press the Done Button If you have registered multiple ExScanners you will have to repeat the entire process over again from the Main Installation Screen for each ExScanner by pressing the nstall ExScanner Software button HotSyncing ExScanner Software Again The ExScanner software has now been installed You must now transfer initial data from your host computer to your ExScanner If you are using a cra
130. stem Use Entering barcode and serial number information Refer to the screen below that appears after you have correctly chosen a System Use Subtype Station serial numbers are entered and barcode information is confirmed here Because you are entering data from a pregenerated Workorder station and barcode numbers have already been entered Serial numbers for bait bags are entered as 9999999 Above ground stations are not entered into Exteris Note Alpha stations extra stations added between number stations are added later in the Station Information Editor The information entered here was recorded by the technician either on the Installation Workorder or the individual barcode tabs If necessary barcode numbers can be changed or rearranged if barcodes were placed in the wrong station or the barcodes were lost before installation 30 Call 1 888 Exterra for support Type This refers to the type of station installed Indicate whether the station is R ound or S quare or A bove Ground Barcode and Serial Number Entry Station Serial Number Barcode Type Round Square 0000000 0000000001 0000000 0000000002 0000000 0000000003 0000000 0000000004 0000000 0000000005 0000000 0000000006 0000000 0000000007 0000000 0000000008 0000000 0000000009 0000000 0000000010 0000000 0000000011 0000000 0000000012 0000000 0000000013 0000000 0000000014 0000000 0000000015 016 0000000 0000000016 NANNNNNNNNNNDADAADD
131. stion you will be taken to the System Use Subtypes screen System Use Subtypes For a more indepth explanation of System Use Subtypes refer to the System Use and System Use Subtypes section of this manual Initial System Use Sub type for site 00000012 Choose 1 5 initial system use subtype for which you believe this site qualifies All sites qualify as a standard use 1 All other uses must meet qualifications that are presented after the selection is made 1 Standard Normal system use 2 Preconstuction Initial system use at time of construction of the site 3 Change of Ownership Initial system use at time of transfer of ownership of site from seller to buyer 4 Liquid Conversion Initial system use at a site at which you applied a liquid barrier treatment before the inception date of your Exterra License Agreement 5 Station Only Installation of stations at a site at which you perform general household pest control No termite control agreement in effect on the site Type choice 1 5 1 Select which type of installation you are performing based on the information in the table above When you make a selection you will be asked a few questions regarding the installation Based on your answers to these questions the system will determine whether the correct System Use Subtype type has been selected If a subtype has been selected for which a site is not eligible the use will be reclassified as a Standard Sy
132. t functions of Exteris They are related to the maintenance and regular inspection of Exterra sites If you are using an ExScanner certain of the following inspection workorder routines related to the processing of barcodes are omitted 1 Generate Inspection Workorders Before Inspection Inspections are automaticaly scheduled by Exteris for each site based on the following factors e Requirements of the Labyrinth Termite Bait Label the label designates maximum intervals between station inspections e Whether or not you have reduced the length of the default check periods These are set from the Main Menu when you choose Alter Station Inspection Scheduling e Presence or Absence of Termite Activity at Site at time of Installation entered at the time the site was initially input into Exteris This affects station inspection scheduling for only first 90 days after installation e Whether or not the Period of Predicted Limited Activity is occuring and you have elected to adhere to the suspension of station inspections provided for by this Period for all sites or for individual sites Modifications to the Period of Predicted Limited Activity are made from the Main Menu by choosing Alter Station Inspection Scheduling A proper inspection of an Exterra site involves three things e Proper use of Exterra components e Review and recording of information for each site inspected e Use of an inspection verification method that reasonably assures
133. tained in this section of the manual Process this data in Exteris by selecting Inspection Menu gt Process Data Transferred from ExScanner on the Exteris Inspection Submenu as part of your normal Inspection Workorder processing routine 66 Call 1 888 Exterra for support Getting Started with an ExScanner Remember the ExScanner has important capabilites over and above those for which for which it is used with Exterra However the following directions apply only to its use with Exterra To take advantage of these additional capabilities refer to the manufacturer s user s manual The Handspring Visor comes with a User s Manual Print out the SPT1700 user s manual according to the instructions below Printing out the SPT1700 User s Manual What follows is a shorthand version of the manufacturer s instructions for installing and using the ExScanner For more in depth instructions the complete SPT1700 manufacturer s user s manual can be viewed or printed out with Adobe Acrobat from the Exteris CD ROM To do this place the Exteris CD ROM in the host computer and wait for the Exteris Main Installation Screen to appear on the monitor If this screen does not appear automatically go to My Computer gt CD ROM from the Windows Desktop To print the manual click the Print ExScanner Manual button on the Screen The SPT1700 manual is 318 pages long therefore you may prefer to view selected sections with Acrobat on the screen instead To view the manua
134. te to generate work order for 00000000 Generate work for A II stations or B aited stations A B A Do you wish to print the site plan Y N First barcode roll gt first barcode 0000000026 last barcode 0000000500 Second barcode roll gt first barcode 0000000501 last barcode 0000001000 Third barcode roll gt first barcode 0000001001 last barcode 0000001500 Number of barcodes available 1475 needed 0 Site to generate work order for Enter Site number Generate work for A II stations or B aited stations A B Select which stations for which you wish to force generate a workorder Do you wish to print the site plan Y N ExScan users may choose to print the site plan by answering Y to this question Barcodes Make absolutely sure that barcode numbers are correct before proceeding 41 Call 1 888 Exterra for support 5 Process Inspection Data Transferred From ExScanner After Hotsync Before 6 and 7 Before ExScanner data is processed it must be transferred from the ExScanner to the Host Computer If you have any questions about how this is accomplished refer to the Uploading ExScanner Data to the Host Computer section of this manual Once all data from all ExScanners has been transferred to the Host Computer Exteris can begin processing this data This process is initiated when you press 3 from the Inspection SubMenu Exteris processes ExScanner data for sites in site number order Each site for which
135. ted data from database 00 ec cceceeeeeneeeeeenneeeeeeecneeeeesaeeeeeeaeeeeetieeeeeeiaeeeeneaes 61 6 Reset Barcode Rolls enirir Aae tia eri a e a eerie ee teed eed eae 61 EXPORT siotececinsececesszcencussnancucctuccevecugecesbetsctitecsstenesseuesucevastesiaeisnicanecebgaseesssiesendesesipeassuettesssuensdevanees 62 1 Export Data to Ensystex 1 and 15 of Month cccccsssssscsessssesessscesssesseseeceessseesesssseeneeees 62 2 Copy Ensystex Export Data to Floppy Disk TECH SUPPORT ONLY ceee 63 3 Export Site Data to Text File PCO use with other programs ceccceeeeseeeeeenteeeeeenaees 63 EXSGAN bins cevessccdcceatecet ccasecen cc sncesegcduscestecsseseuccsuiecescsscessadvasehectipinseecsccteeessasatedeinsenezsnectheasuctedestoces 64 EXSCANNER virar aaa aaa oven stbicvenstevedencttecddesneeedesetbederecntvevevestivedesettvessettevs 65 ExScanner Step by Stepi me ini aeoni eaa A ciel da a a a aaa aea aea 66 Getting Started with an EXScanner ssssssssssnsnsennunnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnmnnn 67 Connecting the ExScanner to the Host COMputer ssseessrrssssrresssrreererassrernanarennestnnnaatenneerennas 67 EXSGannen BaSiCS aria an EA E E EAE E 68 Battery Manage MEN besre nara E R O ateda ceed geutaedeseteuaeae coe 70 Resettingthe ExScamne nsaria TE EEA AER TE a EEE E AAE 71 Installing ExScanner Related Software eeccceeeeeeeeeeeeeeeeeeeeeeeeeeeneeeeeeeeeaeeeseeeaeeeseeaeeeeeeeaaeees
136. tep of entering inspection data is to enter the actual data that has been recorded on the workorder This is done only after the barcodes have been scanned In order to be eligible for inspection data input proof must be turned in by the technician that an inspection actually occurred Absent such proof inspection data for a station cannot be input This requirement is based on a need to maintain at the highest level possible the integrity of the data that is input Ideally when a technician visits a station the station is found to be in place and the barcode left in the station during the last inspection is found within the station This barcode is removed from the station and the new preassigned replacement barcode is left in its place At that time the station is serviced and the conditions found in the station are recorded on the Inspection Workorder If this sequence of events occurs three pieces of evidence in addition to the inspection data recorded on the Workorder should be available These are 1 A checkmark on the station line on the Inspection Workorder beside the old barcode number in column 7 This signifies that the old barcode was collected from the station 2 A checkmark on the station line on the Inspection Workorder beside the new barcode number in column 9 This signifies that the new barcode was placed in the station 3 Old barcode turned in and input into Exteris scanned or keyed in If these three things have
137. that inspections are in fact being done Exteris helps increase the likelihood that the firs item is being done by providing you with a easy to use summary of station information collected during prior visits to the site Inspection Workorder a place to efficiently record current conditions in the station Inspection Workorder and a selection of inspection verification methods barcodes or ExScanner The inspection process begins with the generation of the Inspection Workorder as explained below 37 Call 1 888 Exterra for support Generate Inspection Work Orders and Barcodes Today s date 03 13 2000 Generate workorders due on or before 03 13 2000 Generate work for All routes or Individual route A I Route to generate work for Generate for ExScanner field barcode scanner Y N Number of Zip 4 digits to do route prediction on 0 4 2 Number of days to look ahead for route prediction 0 9 5 Do you wish to print site plan scans Y N N First barcode roll gt first unused barcode last barcode Second barcode roll gt first unused barcode last barcode Third barcode roll gt first unused barcode last barcode Number of barcodes available needed Number of sites new inspect expired Are you ready to generate the work orders Y N Please be sure the first barcode available on the first barcode roll is correct Today s date If today s date is not correct do not proceed Exit Exteris and set the date in your comput
138. that workorder Y N N Do you wish to print the site plan Y N Site to reprint workorder for Enter the site number Do you still have the barcodes for that workorder If a workorder is destroyed but the barcodes are still in hand you may answer Y to use the barcodes If both the barcodes and workorder are lost you would answer N to field assign barcodes Do you wish to print the site plan ExScan users may choose to print the site plan by answering Y to this question 40 Call 1 888 Exterra for support 4 Force Generate Inspection Workorder Special Case Generate Before Due Date This option allows you to force a workorder to become due for a site regardless of when its next inspection is scheduled This means that anytime you need to perform an unscheduled inspection of a site you can force a workorder to be generated on which you can record the results of the inspection Remember you cannot force an inspection workorder to be generated if there is currently an outstanding workorder for that site that has not been closed out Force Generate an Inspection Workorder This screen will allow you to generate a forced work order for any site that exists meaning fully installed and not deleted which does not currently have a workorder outstanding for it If you are not sure if a site currently has an outstanding workorder please run the Site Check Date Forecaster from the report menu and look at the site on that report Si
139. the technician for clarification or examine the workorder turned in by the technician for evidence of what might have been the problem If you are unable to identify the correct station you can discard the data by entering 000 43 Call 1 888 Exterra for support 6 Process Turned In Barcodes After Inspection not Barcode Tabs If you are processing workorders generated for use with an ExScanner this section is not applicable to these workorders Barcodes can be entered into Exteris two ways e Scan using a barcode reader Using this method barcodes may need to be wiped clean to ensure they scan properly e Enter the barcode number using the keyboard or keypad This is used if you do not have a barcode scanner or if a barcode will not scan All barcodes that have been turned in for all sites are scanned or keyed in a single batch at one time There is no need to enter the barcodes in any particular order The barcode entry process begins with the menu below Barcode Entry Last Barcode Status Barcode Type or scan END when finished If you attempt to enter a barcode that has not been previously entered into Exteris it will be rejected Remember It is OK to intermingle barodes are they are input 44 Call 1 888 Exterra for support 7 Enter Inspection Data from Inspection Workorder Only after 5 and 6 If you are using an ExScanner this section is not applicable to your use of Exteris The second s
140. tion Data from an Installation Workorder after Installation Entering data from a Pregenerated or Field Generated Installation Workorder Data accumulated during installations written on Installation Workorders during new site installations is entered here You will see the following screen whenever you select Enter Installation Data from Installation Workorder on the New Site Menu When you answer this question you are telling Exteris whether you are inputting information from a pregenerated Installation Workorder for which it holds certain preentered information or from a field generated Installation Workorder for which you have at this time entered no data for the site Enter Installation Data from Installation Workorder Is this information being entered from a computer pregenerated workorder Y N No If you answer no this means you are working with a field generated Installation Workorder Exteris will prompt you for detailed site information the same information you enter before 28 Call 1 888 Exterra for support installation for a pregenerated workorder and barcode and station serial number information Skip to the section below 3b Entering Installation from a Field Generated Installation Workorder for an explanation of this process Yes You are signifying that you are entering information from a pregenerated installation workorder which is covered in the next section 3a Entering Installation Information from a Pregenerated
141. tion Report 0 ce eccceeeeneeeeeeeneeeeeetneeeeeeteeeeeeecaeeeeesaeeeeeeieeeeneaes 54 7 Maintenance Fee Due Date Report cceceeeeetneeeeeenieeeeeenieeeeeeeeeeeeeaeeeeeeiaeeeettiaeeeeenaes 54 8 System Use Summary Report ccc cccceeeeeeeneeeeenneee eee eineeeeeeieeeeeeaeeeeeeeeeseeeiaeeeensnaeeeeeeaes 54 ALTER STATION INSPECTION SCHEDULING MENU cccccsseeeeseseeeeeseseeeeeneeeneeeeseeeeeeneeseenees 55 1 Configure Check Periods and Workorder Expiration ccccceccceeesseeeeeeeeeneeeeesnaeeeeeenaeeeeeeaas 55 2 Configure Period of Predicted Limited Activity 0 0 0 ceeceeeeeteeeeeetteeeeeeneeeeeteeeeretaeeeereea 56 3 Colony Elimination switch stations back to unbaited status eeeeeeeeeeeeeeeenteeeeeeaes 58 4 Convert Station Only System Use to Standard System USe ccececeeeeteeeeeteeeeeeeenneeeeees 59 2 Call 1 888 Exterra for support UTILITY MENU aaa arr e aaa eaaa ara aE E aea Ee eae un suaiauGuatennted suasashulsuabad usaeenvbouansebncken 60 1 Update Your Operator Information ececeecceccece cece eeeeeeaeeeeeeeeeeeceaeaeeeeeeeeeeseceaaeeeeeeeeeeeees 60 2 Printer Configurations 2 02 ciiitit ten edt A eat eel te ee idee Me ae 61 3 ExS canner Conn UratiOn sc tsssetiveestectne ese eee tens ti vee ata eres Mal dente sta sees eeia receipes Rider ast 61 4 Turn on technical support mode cccceceeeeeeeeecec cece eeeeseceeaaeeeeeeeeeseceeeaecaeeeeeeesetsenuaeeeeeees 61 5 Purge dele
142. u may be able to hold it down with your finger instead of the stylus Hard Reset A hard reset tells your ExScanner to start all over again and erase all user installed software and data stored in the ExScanner Therefore never perform a hard reset unless a soft reset does not solve your problem If you do have to perform a hard reset any data previously synchronized with the Host Computer will be restored after you have reinstalled Exlnspect and you have reidentified the ExScanner as part of the installation process To perform a hard reset 1 Remove the battery cover from the back of the ExScanner SPT1700 2 Hold down the red power button on the front of the ExScanner 3 While holding down the power button use the tip of the stylus to gently press the reset button on the back of the terminal the reset button is the button to the right of the battery compartment if you look hard you can see the words reset above it you may be able to hold it down with your finger instead of the stylus Release the reset button Release the power button A message will appear on the screen asking you whether or not you want to erase all data in the ExScanner 7 To erase all data in the ExScanner press the upper half of one of the scroll buttons the buttons on either side of the yellow button on the front of the ExScanner To preserve the data perform a soft reset instead of a hard reset hit any other key 8 After a hard reset you will be
143. ult your computer manufacturer about the location of a serial port if you are having trouble finding one The ExScanner must have a dedicated serial port and cannot share one 67 Call 1 888 Exterra for support ExScanner Basics not all items apply to each model of the ExScanner Installing the Battery in the ExScanner Remove the panel on the rear bottom of the ExScanner Orient the battery correctly and carefully insert it into the opening Charging the Battery Charge the battery by attaching the ExScanner to the cable or placing it in the cradle The battery is fully charged after approximately 2 hours If you have a cradle the LED on the front will turn to green when the battery is fully charged Installing the CSM150 Module and choose a scanner button Visor only If you are using the Visor install the CSM150 barcode scanning module in the back of the Visor When you snap in the module you must select a trigger to activate the barcode scanner Select any of the four buttons on the bottom for this purpose The default scanner button is the calendar button Powering Up the ExScanner After you have installed the battery and fully charged the ExScanner turn on the ExScanner If the ExScanner does not come on you must perform a reset according to the directions in the Resetting Your ExScanner section of this manual Stylus Use only the supplied stylus or a dull object such as a finger on the screen Never use a sharp object such as a pe
144. up keyboard You are then taken to the Station Information screen as shown below On this screen you can choose which stations you would like to inspect You can choose to inspect only stations due today or alternately you can choose to check all stations or alternately stations due within next 30 60 or 90 days etc As explained earlier you can access this screen at any time when you are inspecting stations by clicking on the more station information button as shown on the next screen Once you have selected the stations to inspect you must press the Return to Inspection Screen button you are then taken to the station information screen shown next on which you begin the process of entering individual station information 79 Call 1 888 Exterra for support Entering Station Data into the ExScanner To enter new data for a station or edit previously entered data scan a barcode or enter it with graffiti keyboard and press Enter Inspection Data The barcode is normally one you found in the station however if the barcode on the workorder is missing from the station postassign a new barcode you must supply by entering it In this case you will be asked on the next screen the number of the station the new bacode was assigned to Select Add Replace Station or Cover if you are adding a station or replacing a cover Help button to press if you get confused as to what to do On this screen you can choose to do the following 1 Enter
145. ust also input your operator and authorization code These codes can be found on your Installation Instructions Initial Export of Information to Ensystex Export is the process by which required site information is transferred to Ensystex twice a month for billing purposes An export is done on the first and fifteenth of every month Failure to submit export information on a timely basis can result in your suspension or cancellation as an Exterra Authorized Operator Using Exteris Exteris use revolves around two principal events in the life of an Exterra site These two events are installation of Exterra stations at a site and recurrent regular inspections of these stations Choosing an Inspection Verification Method An important choice you must is the form of inspection verification you choose to use As explain earlier two different forms of inspection verification can be used with Exteris One form is barcode swapping The other is the use of a portable field scanner referred to as the ExScanner 16 Call 1 888 Exterra for support New Site Installations When a new site installation is made certain data about that site and that installation must be input into Exteris The information that must be recorded for a new site includes information about the site in general and specific information for each station installed at the site This information is recorded on an Installation Workorder by the installation technician and is entered into

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