Truck Tracker Software T A B L E O F C O N T E N T S

Transcription

1 T A B L E O F C O N T E N T S Table Of Cntents... 1 Chapter RUNNING TRUCK TRACKER SOFTWARE... 5 Getting Started... 5 Lgin Screen... 6 SQL Server Name... 7 Advanced Cnnectin Optins... 8 Cnnectin Failed Errr Message... 9 Trial Mde...10 Main Windw...11 Tlbar...11 Client Area...11 Status Bar...11 Main Menu...12 View Wizard...13 Searching and Srting...14 Query Wizard...15 Chapter COMPANY INFORMATION & SETTINGS...16 License Activatin Screen...16 Cmpany Infrmatin...17 Glbal Settings...21 TT Service Settings...23 Site Cntact Infrmatin...24 Service Settings...24 Wrk Order / Invice...26 Vehicle Settings...27 Parts Inventry Settings...28 Cnfigure Barcde Printer...31 Emplyee Settings Reminders Settings...32 Dcument Link Settings...33 Autmatic Updates...34 Listbx Settings...35 Drp Dwn Lists...36 Chapter VENDORS LIST...38 Managing Vendrs...38 Adding a Vendr...38 Changing Vendr Infrmatin...39 Deactivating a Vendr...39 Deleting a Vendr...39 Chapter CUSTOMER LIST...40 Managing Custmers...40 Adding a Custmer...40

2 Changing a Custmer...41 Deactivating a Custmer...41 Deleting a Custmer...41 Chapter EMPLOYEE LIST...42 Defining Emplyees...42 Optinal Emplyee Mdule...43 Emplyee Dcuments...44 Emplyee Physicals...45 Emplyee Licenses and Certificatins...45 Emplyee Vilatins...46 Emplyee Training...47 Chapter SERVICE CODE LIST...48 Defining Service Cdes...48 Service Cde Links...50 Part Assembly...51 Chapter VEHICLE LIST...53 Defining Vehicles...53 Vehicle Infrmatin:...54 License Plate Infrmatin:...54 Miscellaneus Infrmatin:...55 Meter Infrmatin:...56 Specificatins:...56 Vehicle Weights:...56 Vehicle Assets...56 User-Defined Fields:...57 Cpy Vehicle Functin...58 Batch Meter Update...58 Clear Reminders...59 Vehicle Dcuments...59 Chapter PREVENTIVE MAINTENANCE (PM) SCHEDULE...61 Defining PM Schedules...61 PM Schedule Grups...62 Adding Services t a Vehicle...63 Chapter WORK ORDERS...65 Managing Wrk Orders...65 Adding PMs Due...68 Adding Reprted Prblems...68 Adding Services t a Wrk Order...69 Wrk Order Parts Assembly...70 Adding Parts t a Wrk Order...70 Wrk Order Dcuments...73 Chapter PARTS INVENTORY MANAGEMENT...75 Defining Parts...76 Add a part...76 Printing Barcdes...79 Parts Crss Reference

3 Parts Check-In...81 Adjustments...83 Transfers (Multiple Sites Only)...85 Cre Tracking...87 Physical Inventry...88 Part Check Out (Usage)...91 Average Csting...92 Vehicle Parts Reference...94 Parts Dcuments...95 Purchase Orders...96 Adding a PO...96 Creating a PO fr Vendr Rerder Amunt...97 Checking In an Entire PO...97 Chapter SECURITY CONFIGURATION...98 Users Setup...99 Active Directry Integratin Grups Setup Security Permissins Chapter REMINDERS Preventive Maintenance Reminders Vehicle Mdule Reminders Emplyee Mdule Reminders Rerder Parts Reminder Reminder Icns Reminders Chapter VEHICLE MAINTENANCE HISTORY Fuel Daily Lgs Reprted Prblems Licensing and Permits Tires Expenses Chapter FUEL INTERFACE MODULE Setup and Cnfiguratin Imprting Fuel Histry Chapter QUICKBOOKS INTERFACE MODULE Setup and Cnfiguratin Preparing t Exprt the First Invice Exprted Data Tax Infrmatin Cmmn Errr Messages Chapter DOCUMENT ATTACHMENTS Setting up a Dcument Library Viewing the Dcuments Library Attaching a Dcument

4 Chapter REPORTING Perfrming Custm Queries in Reprts Chapter DATABASE BACKUP AND RESTORE Full Backup External Backup Full Restre Autmatic Backup Service Chapter IMPORTING, EXPORTING, AND ING DATA Imprting Data Numeric and Currency Cdes Scientific Ntatin Frmat Cdes Date Frmat Cdes Time Frmat Cdes Pattern Cdes String Cdes Exprting Data Imprt / Exprt Jbs Exprting and ing Data using the Send T Buttn Reading Data directly frm SQL Server User Manual Last Updated: 4/14/2014 Cpyright FleetSft, LLC. All Rights Reserved. 4

5 C H A P T E R 1 Running Truck Tracker Sftware Getting Started When getting started with Truck Tracker sftware, it is recmmended that yu begin by entering yur data int the system in the fllwing rder, as much as pssible: 1. Cmpany/Site infrmatin 2. Vendr infrmatin 3. Custmer infrmatin 4. Emplyee infrmatin 5. Service cde infrmatin (and PM Grups) 6. Vehicle infrmatin 7. Preventive Maintenance Schedule infrmatin 8. Parts Inventry infrmatin 9. Wrk Orders (Services and Parts) 10. Other Mdular Vehicle Data Yu can enter any area f the sftware after lgging in t the system by clicking an icn n the tlbar r selecting an area frm the Lists main menu. Areas f the sftware can be disabled r hidden accrding t the user accunt and grup security settings. Yu can learn mre abut user and grup accunts under the Security Cnfiguratin sectin. Within a given area, the sftware is laid ut in a way that displays a list f yur infrmatin pertaining t that area f the sftware. Fr example, chsing the Vehicles area will bring up a list f the vehicle recrds that yu have put in the system. Yu can separate this list by chsing a tab at the tp f the list. Fr example, there are tabs that read All Inactive and Active. 5

6 Chsing the Active tab will display nly the active vehicles in the list, and chsing the Inactive tab will display nly the inactive vehicles in the list. Chsing the All tab will display all vehicles in the system, whether active r nt. Within a given area, yu can add, change, r delete items within a list. Mst lists will have ptins available as buttns fr yu t Add, Change, r Delete items. Certain lists may allw yu Deactivate items when they are n lnger in use, yet related infrmatin is preventing it frm being deleted. When yu are adding r changing a recrd within a list, certain types f infrmatin are als gruped tgether by tabs. Fr example, when adding a vehicle, there will be a separate tab fr meter infrmatin frm the general vehicle infrmatin. Mst recrds will als have a ntes tab fr yu t put any ntes cncerning the item that yu wish. When an item has ntes recrded, a special icn will be displayed next t the item s recrd in the list. Lgin Screen Yu can begin using Truck Tracker Sftware by duble-clicking the icn n yur desktp r in the start menu. T cnnect t the system, yu must specify the username, passwrd and server name. 6

7 Truck Tracker sftware includes its wn list f user accunts and passwrds, separate frm any ther Windws, Active Directry, r SQL Server accunts that yu might have. This list will determine what areas f the prgram can be accessed and what peratins can be perfrmed in thse areas. The sftware cntains tw example user accunts: Manager (passwrd is pass) Mechanic (has n passwrd). By default, the Manager accunt has access t change all data including the site settings and security ptins fr ther accunts. The default Mechanic accunt cannt remve data, change site settings, r access security ptins. The Username and SQL Server fields are stred each time the prgram is clsed, but the Passwrd field must be entered at each lgin attempt. User accunts can have an empty passwrd, and Active Directry-enabled user accunts d nt require a passwrd (single sign-n). SQL Server Name Enter the full SQL Server name where the Truck Tracker database was installed. Include nly ne backslash and n spaces. The frmat f this field is: CmputerName\SQLName (i.e. SERVER34\TRUCKTRACKER) IPAddress\SQLName (i.e \MYSQLSERVER) IPAddress,Prt\SQLName (i.e ,3456\SQLEXPRESS) Fr standalne systems, r while accessing the database frm the SQL Server machine, the cmputer name can be abbreviated with a single dt (perid). The default SQL Server name is.\trucktracker. 7

8 Pressing the drp dwn arrw will query the netwrk fr SQL Servers that are bradcasting via SQL Brwser service and display them in the list. This functin requires SQL Server Native Client driver n the cmputer running the prgram. Advanced Cnnectin Optins If yu chse Netwrk Server installatin type t manually administer yur wn SQL Server, clients can cnnect t the TruckTracker database with custm credentials if required. 8

9 Enter the SQL Lgin accunt name and passwrd r chse Windws Authenticatin. If yu chse Save Lgin, yu will nt need t enter yur custm credentials again, and the passwrd will be encrypted in a text file in the user s prfile strage. All custm SQL Lgin accunts using the prgram must have VIEW SERVER STATE permissin, as well as the prper mapping t a Database User r Applicatin Rle with INSERT, UPDATE, DELETE, and EXECUTE permissins n the TruckTracker database. T restre r upgrade a database the Lgin accunt must be a member f the SYSADMIN server rle, r have CREATE DATABASE and ALTER LOGIN permissins. The Encryptin ptin will encrypt all traffic befre sending t the SQL Server. The cnnectin will attempt t use a self-signed server certificate ( trusted ) r anther certificate that yu manually installed ( trusted ) n bth the server and yur system. Cnnectin Failed Errr Message SQL Server Netwrk Interfaces: Errr Lcatin Server/Instance Specified. If yu installed the Standalne System (single user) ptin and yu are cnnecting fr the first time, then the SQL Server Express sftware r ther prerequisites might nt have installed prperly. Check the installatin guide fr system requirements and installatin trubleshting infrmatin. If yu are having truble cnnecting t the database ver a netwrk, first make sure the netwrk cnnectin is wrking, and then verify the SQL Server name and IP Address again. Next, verify the TCP/IP prtcl using the SQL Cnfiguratin Manager. If yu still cannt cnnect, there is mst likely a firewall blcking the SQL prt, which is actually ne f the mst cmmn netwrk prblems. Start by temprarily disabling the Windws Firewall and try t cnnect again. SQL Server uses prt 1433 by default. If multiple SQL Servers are running n the machine where TruckTracker database is installed, SQL Brwser service must be started fr named instances t be used. Try restarting all SQL services and cnnect again. 9

10 28000-Lgin Failed fr TruckTrackerUser. If yu did nt enter custm SQL credentials, the prgram will use the default TruckTrackerUser Lgin accunt. It culd be the case that the SQL Server name is valid, but it s nt the crrect SQL Server where TruckTracker database is installed, s yu wuld just need t find the crrect SQL Server name t lgin. It culd als be the case that the database was mved r restred frm anther cmputer and nw the mappings between the lgin accunts and database users are brken. T fix this situatin autmatically, yu can run the installatin prgram again and chse Repair. If yu entered custm credentials and yu receive a lgin failed message, then either the accunt desn t exist, passwrd is incrrect, r the accunt is disabled. Yu will need t fix this manually using SQL admin. Trial Mde Truck Tracker sftware requires a valid license activatin cde t use the full unlcked versin. Until yu activate a full license, the sftware runs in Trial Mde. This allws new users the ability t try ut each area f the sftware in a limited way befre purchasing the full prgram. The first time yu lgin t the prgram using an unlicensed database, yu will see the Trial Versin warning. In additin t the recrd limits, Trial Mde als restrictins certain features f the sftware, such as the ability t Restre a database and run the imprt and exprt functins under the File main menu. Yu can still exprt the trial versin data directly frm the lists and reprts. 10

11 Main Windw In the screensht belw, the Orange bx is the Main Menu, the Green bx is the Tlbar, the Black bx is the Client Area, and the Red bx is the Status Bar. Tlbar Tlbar is the main way t pen areas f the sftware. Each buttn is a security dr that can be granted r denied t each user. If yu dn t see certain buttns n the tlbar there is a chance that it is restricted security permissin. Client Area Truck Tracker sftware utilizes a multiple screen interface t allw multiple areas f the sftware t be pen at nce within the prgram. This means that yu can switch between different areas quickly withut having t clse and repen them each time. Yu can view multiple windws at nce and Tile r Cascade them within the prgram. T switch between screens r view multiple screens at nce, use the ptins under the Windw menu. Status Bar The status bar is mstly static, but yu will ccasinally see system messages in the sectin all the way t the left. Starting at the secnd sectin frm the left, yu 11

12 will see yur registered Cmpany Name, the Site that yu are currently lgged int, the User yu are currently lgged in as, and finally yur system date and time. Main Menu File Edit Lists Reprts Windw Help Switch Site Fr multiple sites users nly, change the site currently lgged int Settings Change glbal, site and lcal machine settings Printer Setup Change the printer ptins fr Truck Tracker reprts Barcde Printer Setup Change the printer ptins fr barcde printing User Security Change user and grup security settings Backup Create a full database backup file Restre Restre a full database backup file Database Tls Sme pre-canned database tls and server functins Exprt Exprt data tables t Excel r CSV files Imprt Imprt data frm CSV files int tables Restart Clse dwn and restart the sftware Exit Clse dwn the sftware Cut Cut selected text t clipbard Cpy Cpy selected text t clipbard Paste Paste frm clipbard Depending n the sftware versin and user security settings, this menu will include links t all areas f the sftware, similar t the tlbar. This menu als prvides access t the drp dwn lists, dcument links, reminders setup as well as the batch meters update and mnth-end meters functins. Depending n the sftware versin and user security settings, this list will include links t all reprts in the sftware. Tile if multiple windws are pen, arrange them t fit the visible screen area Cascade if multiple windws are pen, make all same size acrss screen User Manual pens the user manual Check fr Updates check the internet r file server fr sftware updates Chat Rm a simple chat client with ther Truck Tracker users n yur netwrk Register Item pens the registratin screen t activate yur sftware license Abut shws versin, cpyright and license infrmatin 12

13 View Wizard The View Wizard allws yu t use an intuitive wizard-driven interface t quickly create and save an unlimited number f custm list bx frmats. List bx frmat refers t the visible clumns and the rder they are shwn in. T mve a clumn n the fly, click in the field (nt the header) and drag it t anther lcatin. T mdify the current frmat, reset t default frmat, r view f list f saved frmats, right-click anywhere n the list bx. Mdify View allws yu t change the current view n the fly, but changes will nt be saved unless yu press the Save buttn as select a defined view. Reset View will reset the list bx frmat back t the default. Chsing View will pen the list f previusly saved views. Press New t add a new view, Cpy t make a cpy f the selected view, Mdify t mdify the selected view, and Rename t change the saved name f the view. 13

14 Drag and drp the available fields r highlight the field and press Add. T hide a field, place it back in the available fields list, r highlight the field and press Remve. Yu can change the clumn heading by pressing Advanced and entering the new heading. Lastly, define security n this View by pressing Access. Unassigned means that all users will be able t mdify this view. Owner mean that nly the current user (and full access users) can mdify this view. Applicatin means nly full access users can mdify this view. Set visibility as Public t allw all ther users t select this view but nt mdify it, Private t keep it hidden frm all users. When the screen is clsed, the frmatting f the list will be saved in an INI setting file in the windws user s raming strage flder s that it will always be restred t the previus state. Searching and Srting Fr all lists in the sftware, yu can srt any clumn in ascending r descending by clicking n the clumn heading. T srt n multiple clumns at nce, hld dwn the CTRL key while clicking additinal srt clumns. Clicking a clumn header als resets the lcatr field and sets the clumn as the active field fr searching using the Find buttn. Once yu click a clumn header, yu can type what yu are lking fr in that clumn and press ENTER r TAB key, r press the Find buttn t lcate the clsest match. Fr example, nce yu ve srted n the Primary Bin clumn, yu can type in the first few characters f a bin number and click the Find buttn (r press the TAB r ENTER keys) t find the parts that match the entered text. 14

15 Query Wizard The Query Wizard allws yu t use an intuitive wizard-driven interface t quickly create and save an unlimited number f custm list bx filters. Filtering refers t the limiting f the recrds shwn in the list bx based n specific criteria. Each list bx will have a drp dwn list at the tp f the list fr quick access t filtering features. Frm the drp dwn list chse All Recrds t clear the current filter, Custm Query t create a new query n-the-fly, r chse ne f the existing queries that has been saved already. T access a list f previusly saved queries, right-click anywhere n the list and chse Query. If a query is already activated yu will als see the Reset Query ptin in the right-click menu fr clearing the active filter. 15

16 C H A P T E R 2 Cmpany Infrmatin & Settings When yu begin using the sftware, the first task is t setup yur cmpany infrmatin and the default settings fr yur cmpany. If yu have multiple wrk sites, yu will als need t setup defaults fr each individual site. In rder t perfrm this cnfiguratin, yu will need t lgn with Full Access user security privilege. License Activatin Screen This registratin screen will allw yu, if yu have purchased them, t activate additinal sftware mdules, as well as add users and sites. If yu have already registered yur sftware but have nw purchased additinal users, sites r mdules, yu can update yur registratin with a new activatin cde by either selecting Register Item frm the help menu, r frm within the glbal cnfiguratin windw, as described in the next sectin. Fill in the apprpriate infrmatin, and enter in the activatin cde supplied t yu. Once yu have enter an apprpriate activatin cde, yu will see a windw reprting a successful activatin, and yu will need t exit the prgram and lgin again fr the changes t take effect. If yu need assistance in activating yur sftware r require a new activatin cde, please cntact yur FleetSft representative by phne r . 16

17 Cmpany Infrmatin Once yu have registered the sftware, yu shuld perfrm an initial cnfiguratin setup. Frm the File menu, chse Settings. This will bring up the Cnfiguratin windw. Yur cmpany name is setup in yur sftware licensing and registratin infrmatin. If yu wish t update yur registratin infrmatin, chse the Registratin buttn. This will pen the registratin windw shwn earlier in this chapter. 17

18 By default, the sftware cmes cnfigured fr nly ne wrk site. If yu have purchased multiple sites, yu can rganize them by grups. Fr example, the tw default grups are Regin & Business Type. T cnfigure yur site grup variables, chse View Grups. If yu wish t change the Grup Types, chse the Cnfigure Grup Types buttn. This will pen a windw allwing yu t rename yur grup types. Once yu have defined yur grup types yu can add, delete r change grup cdes fr each grup. 18

19 After yu have cmpleted setting up yur grup types, yu can then setup yur sites. Frm the Grups List windw, chse clse and then chse View Sites. This will bring up a windw displaying the sites yu have defined fr yur cmpany. If yu need, yu can mdify a site by selecting it frm the list and chsing the Change buttn. Yu can add yur additinal sites by chsing the Insert buttn. If yu made a mistake and need t delete the site, chse the Delete buttn. Yu can nly delete a site if there are n recrds assciated with it. When adding r mdifying a site recrd, yu will need t supply a unique site cde and site name, as well as chse the apprpriate cdes fr the grup types setup earlier (such as Regin and Business Type ). 19

20 A pp-up windw will appear nce the system has prcessed the additin f the site. Please recrd this infrmatin. If necessary, yu can change these accunts. Please refer t Security Cnfiguratin Chapter 12, fr instructins cncerning these tasks. 20

21 Glbal Settings The Glbal Settings item n the left allws yu t define further settings that will be applied t every site in the sftware. The Backup Lcatin tells the Autmatic Backup feature where t save the nightly backups. This can be anywhere n the server r n the netwrk as lng as the Truck Tracker Service and the Truck Tracker SQL service are ran under users with permissin t read, write and perfrm directry listing n that lcatin. Yu may need t cnsult yur IT department fr where this lcatin shuld be. Yu must define the Glbal Cst Methd (Prfessinal versin nly) fr checking in and checking ut Parts Inventry. Using Average cst will charge ut the part at the average cst f all received/adjusted parts n hand. Using Actual cst will charge ut the part at the actual cst f the received/adjusted part. When the system is set t Actual cst, the default behavir is t check ut inventry in First In First Out (FIFO) rder, based n the received date. Yu may als chse a specific n hand part regardless f the received date. Truck Tracker allws yu t custmize glbal reminder settings. The fllwing items will be applied t all sites: 1. Days t Remind Befre PM Due 2. Meter 1 Value t Remind Befre PM Due 3. Meter 2 Value t Remind Befre PM Due 21

22 4. Days t Remind Befre License/Tag Expire 5. Days t Remind Befre Emplyee Items Expire 6. Meter 1 Value t Remind Befre Tire Life Expires There are tw currency cnversin buttns available that will help yu cnvert between currencies when entering part csts. The entire cmpany must perate frm ne base currency. This currency will be assumed when entering and displaying mnetary values thrughut the sftware. Yu can enter the base currency label and tw ther currency labels alng with the exchange rates used t cnvert each f the currencies back t the base currency. Once yu have finished setting up yur sites and glbal settings, chse OK. At this pint, yu can begin using ther areas f the sftware, r apply settings fr yur site. 22

23 TT Service Settings The TT Service Settings item allws yu t cnfigure and enable r disable features related t the Truck Tracker Service agent. This is a separate prgram that is running n the server. Enable Autmatic Backups Leaving this checked enables Truck Tracker t perfrm an autmatic backup f yur data nce a day at time yu specify. Days t Run Backup Select the days yu want the backup t run. Leaving a day unchecked means the backup will nt run n that day. Time f Day t Run Backup Specifies the time f day the backup will ccur. It is recmmended t have this set t at least ne hur after the Reminders are scheduled. Number f Days t Retain Backups Any backups lder than the number f days set here will be deleted. Set this t zer t retain all backups. Enable Reminders Enable this setting t fr the daily reminders service t run. See Reminders, Chapter 13, fr instructins n defining reminders. Time f Day t Send This specifies the time f day that Truck Tracker will attempt send an fr reminders in the system. 23

24 Site Cntact Infrmatin T cnfigure settings specific t yur site, select Prgram Setup in the File menu and chse the Current Site Cnfiguratin tab. Yu will ntice the different site settings brken up int different tabs. The Site Inf item includes infrmatin abut the current site. Service Settings The Service Recrd Settings allw yu t set default values and behavirs fr adding service recrds t a Vehicle r Wrk Order. 24

25 Default Hurly Wage/Cst: value t fill hurly wage field if nne is specified fr the given mechanic. Default Actual Hurs: value t pre-fill actual hurs when adding service. Default Hurly Rate: value t fill hurly invice rate if nne is specified fr the given custmer. Ppulate Actual Hurs and Ntes frm Service Cde: pre-fill service cde defaults. 25

26 Wrk Order / Invice Emplyee Type fr WO Only emplyees f this type will be selectable n a WO. Last Wrk Order # -- The system aut assigns wrk rder # s in sequence. Yu can mdify this value s that the next Wrk Order yu create will begin at the specified number plus 1. Default Parts Markup % -- The default percentage f markup t apply when printing an invice. This can be verridden by part (in prfessinal versin) r n the WO, and nly gets calculated n the invice (charging a custmer) and is nt figured int yur csts (ttal cst reprt r WO reprts). Use Adjusted Standard Hurs when Invicing Services By default the invice includes the actual mechanic hurs. Check this checkbx if yu wuld like t use the (adjusted) standard service cde hurs instead. Hide Hurs and Rate clumn n the Invice Reprt By default the invice includes clumns fr Hurs and Rate. Check this checkbx if yu wuld like t hide these clumns and nly shw the Ttal Cst clumn fr each service. Shw Current Vehicle Meters On Wrk Order Leaving this checked will display the current vehicle meters when adding r changing a Wrk Order. Misc. Service Fee Enable this setting t always include a percentage f the ttal service cst as an additinal fee n the wrk rder and invice. Enter the default percentage required. 26

27 Misc. Parts Fee Enable this setting t always include a percentage f the ttal parts cst as an additinal fee n the wrk rder and invice. Enter the default percentage required. Tax 1 Name, Percent name and percent f Tax 1 t be calculated n the invice and whether r nt it is applied t Parts r Service (r bth). Tax 2 Name, Percent name and percent f Tax 2 t be calculated n the invice and whether r nt it is applied t Parts r Service (r bth). Tax 2 n Tax 1 - yu can als chse t apply the Tax 2 rate n the Tax 1 ttal (tax n tax). Vehicle Settings User Defined Fields Here yu can define up t 10 custm field labels fr yu vehicle list. Shw Only Current Site s Vehicles If yu have multiple sites registered, yu can tggle this checkbx t either shw all cmpany vehicles r shw nly the current site s vehicles. Shw Other Sites Reminders fr Vehicle in List If yu are viewing Vehicles frm all sites, yu can tggle this checkbx t shw all reminders fr these vehicles frm ther sites as well. 27

28 Rund Ttal Csts T Nearest Sets hw Truck Tracker runds the ttal fuel csts in the system. Pre-Fill Price Per Galln When a new fuel entry is made, this value will be put in the Price per Galln field by default. Default Meter Types Sets the default meter types when adding new vehicles. Press Reset t Default buttn t set all Vehicles t the selected Meter 1 and Meter 2 types. Parts Inventry Settings Default UOM -- Select the default unit f measure fr new part recrds frm the drp dwn list. Frmula Trend Divisr This value represents the divisr fr the inventry rerder frmula. See Parts Inventry, Chapter 11, fr mre infrmatin. Last PO Ref # - the system aut assigns purchase rder reference numbers in sequence. Yu can mdify this value s that the next Purchase Order yu create will begin at the specified reference number plus 1. 28

29 PO Prefix the purchase rder has a PO # field that yu can manually change. The PO Prefix field will autmatically ppulate the beginning f this field. PO Suffix The PO Suffix field will autmatically ppulate the end f the PO # field. PO Tax (%) The default tax rate t apply when creating a Purchase Order. Include PO Tax in Part Cst use this ptin t include the amunt f sales tax paid with the actual price f the n-hand inventry. The system will determine the amunt f tax fr each individual part and add it t the unit price f the received item. Remember Last Vendr and Invice # n Part Check-In this ptin will pre-fill the last entered Vendr and Invice # fields when adding a part check-in. Autmatically Clse PO when all parts are Received When this ptin is enabled, during the part check-in prcess, if the part was received frm a purchase rder, the system will autmatically reduce the quantity n rder field and clse the PO when it has n mre quantity n rder. Shw Navistar Parts Infrmatin Links applies t Navistar parts, if yu have a subscriptin t Navistar s nline parts and service tls, when this ptin is enabled yu will see an additinal buttn n the parts frms, vehicle frm and parts and service sectins f a wrks rder. The buttn will link the current infrmatin t a pre-determined Navistar website with parts and service infrmatin. User Defined Fields yu can define up t 5 custm field names in the parts list. Update Frmula Trend rutine will update the frmula trend fr all parts in the system. The frmula trend fr a part is updated each time that part is used. If the part is nt used fr a lng time, this value can becme stale. Use this utility t manually initiate a recalculatin f all part frmula trends. Use Decimals in (Suggested Quantity) Frmula Trend when this ptin is enabled, the rerder frmula will keep the decimal prtin f the suggested rerder quantity (frmula trend). When this ptin is disabled, the frmula trend calculatin will be truncated t the nearest whle number. 29

30 Shw Barcdes Message n Check In when this ptin is enabled yu can chse t print barcdes fr all checked-in parts. Shw Price n Barcdes This ptin will print the price n the barcde label s it is visible. Shw Date n Barcdes This ptin will print the current date n the barcde label s it is visible. Legacy Barcde Supprt This ptin if fr backwards cmpatibility nly. If yu need/want t cntinue using barcde labels that were printed ut frm a Diamnd Cnnectin Slutins system r a versin f Truck Tracker prir t , then select this ptin. With this ptin enabled, all barcdes are printed with a pund sign (#) in frnt f the part number, and the barcde scanner shuld nt be prgrammed t include any extra leading r trailing characters. With this ptin disabled, barcdes are printed as the part number nly. Barcde Scanner Prefix Character This ptin allws yu t scan any barcde frm any manufacturer. On windws with the barcde image in the tp right crner, the prefix character tells the windw t prcess the fllwing characters as a barcde scan until the Enter character is reached. This allws fr mre cnvenient scanning features such as aut incrementing cunt and aut-add fr multiple parts at nce. The chsen character will nt be allwed when adding r changing a part 30

31 number. Yu must prgram the barcde scanner t include the ASCII character as the prefix f each scan. This can be dne using the barcde s user manual. Lkup the wrd PREFIX and fllw the instructins t set the leading ASCII character t the character chsen in this setting. Cnfigure Barcde Printer Use Windws Printer (USB Cable) Select this ptin t chse an installed windws printer driver and select the installed printer driver fr yur label printer. The label size is 3 inches wide by 2 inches tall. Use Windws Printer (USB Cable) Select this ptin if yu are using a serial cable cnnected t a COM prt, and chse the prt number. The first time printing t this label printer thrugh a COM prt, yu must initialize the barcde printer first by pressing the Initialize Barcde Labels buttn and waiting fr a respnse frm the printer. Yu can test cmmunicatins by printing a cnfiguratin label r resetting the printer frm this screen. (Left picture is printed frm the COM prt using Zebra EPL2. Right picture is printed by using the windws printer driver. Bth are Cde 128 barcdes sized at 3x2 inches, and cntain basically the same infrmatin.) 31

32 Emplyee Settings User Defined Fields Here yu can define up t 5 custm field labels fr yu emplyee list. Reminders Settings The Reminders item allws yu t cnfigure Truck Tracker t cnnect t an SMTP server and use it t send ut reminder s. The system requires the use f an existing address t functin. Yu can cnnect t any SMTP server such as Gmail, Yah, AOL, r cnnect t an Exchange server. If yu are nt using yur wn mail server yu might need t check yur utging SMTP mail limit. 32

33 Hstname / IP Address this is the name f the SMTP server (r IP Address) yu are cnnecting t. Prt Number this is the prt number n the server yu are cnnecting t. Server Requires SSL enable this if yur SMTP server uses SSL encryptin. Server is Micrsft Exchange enable this setting will allw yu t specify the windws dmain name required fr authenticatin. User Name the accunt user name fr cnnecting t the SMTP server, ften this is the same as the address. If n authenticatin is required, leave blank. Passwrd passwrd required fr cnnecting t the SMTP server. This setting is encrypted befre string in the database. If n authenticatin is required, leave blank. Windws Dmain Name required t authenticate with Exchange server. Yu can ptinally leave this field blank and include the dmain name in the username. Frm Field the address that the will be sent frm. Often this is the same as the user name. Default Resend Days the number f days t wait befre resending an active reminder. Fr example, if set t 1, active reminders will appear in the every day. If set t 7, active reminders will appear in the nce every week. Test Settings This buttn can be used t test whether r nt the accunt yu have specified fr the Reminder settings wrks. Please nte that this is nt the exactly the same as when Truck Tracker send alerts. The Truck Tracker service uses the same credentials but may be lcated n a different server. If yu successfully send a test and yu still aren t getting alerts please make sure the cmputer with the Truck Tracker service isn t being blcked frm cnnecting t the SMTP server yu are trying t cnnect t. Dcument Link Settings 33

34 Strage Directry this lcatin needs t have read and write access fr all users attaching r viewing dcuments t Truck Tracker. If yu have a standalne installatin yu can specify any directry n yur cmputer. If yu have a netwrk installatin this lcatin will need t be accessible t all users. Each site has its wn Dcument Strage setting. Because each site may have different physical lcatins it s imprtant t nte that Dcuments may nt be accessible t all users. If this is the case yu will receive an errr when yu try t pen the file. Autmatic Updates Check fr Updates n Startup allws the prgram t check fr updates when the applicatin is launched, befre lgging int the database. Save Installatin File After Dwnlad allws the user t save the installatin file at a specific lcatin. Dwnlad Updates Frm Internet URL - check a predefined internet lcatin fr the latest updates. Lcal Path (Netwrk Flder) - check flder n yur lcal netwrk. 34

35 Listbx Settings These settings apply t each individual cmputer user, nt the entire site. Hide Reminder Icns in List shwing reminder icns requires an extra database query and increases the lad time f the list. If the lad time becmes slw with many reminders, select these ptins t increase the perfrmance. Launch n Startup chse the windws t launch autmatically n startup. Scrlling Perfrmance fr each screen, chse page-lad r file-lad recrds in the lists. We recmmend page-lading lists because it prvides the mst cnsistent lad times verall. Althugh File-lading imprves scrlling perfrmance, it can decrease the verall perfrmance because it refreshes the entire list int memry every time. Clear All Listbx Frmats this functin will reset all listbx prperties back t the default, including clumn rdering and width. Reset All Windws Lcatins this functin clears the applicatin settings files which cntain the last knwn windw sizes and lcatins. 35

36 Drp Dwn Lists Yu may find it useful t d sme additinal cnfiguratin by creating list entries that ther areas f the sftware will re-use. This can help streamline the data entry and enfrce cnsistency acrss multiple users. Fr example, when yu add a vehicle t the system, yu can tell the system what clr the vehicle is by selecting a clr frm a list f cnfigured clrs. T add r mdify entries t lists f knwn types, select the Lists menu, and then select Drp Dwn Lists. Or yu can simply add the value n the fly while yu enter data int that field. The categries f lists are: Year vehicle years Make vehicle makes Mdel vehicle mdels Clr vehicle clrs Style vehicle styles Class vehicle classes Classificatin1, 2, 3 part/service classificatin 1, 2, 3. Optinally enter a descriptin. Grup vehicle grups Fuel vehicle fuel types 36

37 Meter vehicle meter types. Optinally enter a max daily average. Engine vehicle engines Trans vehicle transmissins Frnt Axle vehicle frnt axles Rear Axle vehicle rear axles Axle Lcatin vehicle axle lcatins WOType wrk rder types Delay Cde wrk rder delay cdes PMCategry service cde categries PrimaryBin part inventry primary bin SecndaryBin part inventry secndary bin PartCategry part inventry categry PartSubCategry part inventry sub categry Staff types f staff members, such as Driver, Mechanic, Manager, etc. License this is an ptinal cmpnent, relating t the ptinal mdule fr emplyee licensing PhysReasn this is an ptinal cmpnent, relating t the ptinal mdule fr emplyee physicals VenType vendr type such as Parts, Fuel, Out Surce, etc. Meter entries als have a special field called ther. This field exists t hld a nrmal maximum daily limit that this meter type might accrue. Fr example, a mileage meter might have a nrmal maximum daily limit f 1000 miles. If a user tries t enter any infrmatin that exceeds this limit, the system will display a warning that the user has exceeded the nrmal daily limit. The system cmes ppulated with default, cmmn types fr sme categries. Yu can add types by chsing insert, delete types that are nt helpful by chsing delete, r change any types by chsing change. If yu mdify a list entry that has already been used, such as changing a clr frm red t marn, any vehicles that have already been entered in the system as red will remain in the system this way, but any new vehicles will nly be able t be entered as marn. 37

38 C H A P T E R 3 Vendrs List Managing Vendrs Open the Vendr mdule by clicking the Vendrs buttn n the tlbar, r select Vendrs frm the Lists menu. T view related data, highlight a vendr and press ne f the areas n the right-hand side. Adding a Vendr Click the Add buttn, supply the required infrmatin abut the vendr, and any ptinal infrmatin yu wish. The required infrmatin when defining a vendr is a unique Vendr Cde that will be used t identify the vendr in the system, and the Vendr Name. The ptinal infrmatin yu may include fr vendrs: Type the system maintains a list f knwn vendr types Address / Remit T infrmatin 38

39 Cntact infrmatin websites and addresses will be shwn as hyperlinks n the listbx. Yu can then click the hyperlink t launch a brwser r frm. Warranty infrmatin either the time r the distance f warranty that the vendr prvides. These values will pre-fill the part warranty infrmatin when the vendr is specified as the current supplier when defining new parts. Purchase Order Tax this value will verride the default PO tax when a new PO is created. Changing Vendr Infrmatin Once a vendr has been entered int the system, yu can mdify r update its infrmatin by selecting it in the list and chsing the Change buttn. Deactivating a Vendr Once a vendr is used in the system, it cannt be remved unless the related fleet data is remved r changed. Instead yu must Deactivate it. Likewise, t reactivate a vendr, select it frm the list f inactive vendrs and chse the Activate buttn. Deleting a Vendr If the vendr yu wish t remve has nt been used and des nt have any ther data assciated with it, highlight the vendr recrd and press Delete. 39

40 C H A P T E R 4 Custmer List Managing Custmers Open the Custmer mdule by clicking the Vendrs buttn n the tlbar, r select Vendrs frm the Lists menu. T view related data, highlight a custmer and press ne f the areas n the right-hand side. Adding a Custmer Click the Add buttn, supply the required infrmatin abut the custmer, and any ptinal infrmatin yu wish The required infrmatin when defining a custmer is a unique Custmer Cde that will be used t identify the custmer in the system, and the Custmer Name. The ptinal infrmatin yu may include fr custmers: Address infrmatin Cntact infrmatin Accunting infrmatin 40

41 Parts markup percentage Will be applied t all Parts when specified n WO/Invice. It can be manually verridden n the WO/Invice. (Hurly) Labr rate - Will be applied t all Service when specified n WO/Invice. It can be manually verridden n the WO/Invice. Yu can stre any additinal infrmatin abut yur custmers in the Ntes tab. Changing a Custmer Once a custmer has been entered int the system, yu can mdify r update its infrmatin by selecting it in the list and chsing the change buttn. Deactivating a Custmer Once a vendr is used in the system, it cannt be remved unless the related fleet data is remved r changed. Instead yu must Deactivate it. Likewise, t reactivate a vendr, select it frm the list f inactive vendrs and chse the Activate buttn. Deleting a Custmer If the custmer yu wish t remve has nt been used and des nt have any ther data assciated with it, highlight the custmer recrd and press Delete. 41

42 C H A P T E R 5 Emplyee List The first step t maintaining a catalg f emplyees is t define yur emplyees in the system. Yu must have managerial privileges t define new emplyees. Defining Emplyees Open the Emplyees mdule Add an emplyee Supply the required infrmatin abut the emplyee, and any ptinal infrmatin yu wish The required infrmatin when defining an emplyee is a unique emplyee cde that will be used t identify the emplyee in the system, and the emplyee type. The system will maintain a list f knwn emplyee types that yu can select frm. The ptinal infrmatin yu may include fr emplyees: First name Last name Once an emplyee has been entered int the system, yu can mdify r update emplyee infrmatin by selecting an emplyee in the list and chsing the change buttn. 42

43 If yu wish t deactivate an emplyee, yu can select a recrd frm the list f active emplyees and chse the deactivate buttn. Likewise, t reactivate an emplyee, select a recrd frm the list f inactive emplyees and chse the activate buttn. Yu can als separate the emplyee list t shw nly active r inactive emplyees by selecting the apprpriate tab. Optinal Emplyee Mdule If yu have purchased the ptinal full-featured emplyee mdule, extensive functinality is added t managing yur emplyees within the system. The general prcedures remain the same, but the system can nw recrd much mre infrmatin, including ntes, 5 user-defined fields, and dcument attachments. Under the Emplyee sectin f the security mdule, there is a setting named Shw Emplyee Sensitive Inf that will allw yu t shw/hide certain fields frm users f the sftware such as SSN, birth date, hire date and emplyee s hurly wage. 43

44 Emplyee Dcuments Truck Trackers allws yu t attach dcuments t yur emplyee recrds. T attach a dcument t an emplyee, select the emplyee yu wuld like t attach a dcument t and press the Change buttn. Select the Dcuments tab and press the Add buttn. T view an attached dcument, click n the blue hyperlink in the File Name clumn. This will pen the file in the assciated prgram. Fr example, a JPG file will pen in yur default image viewer and a PDF will pen in yur default PDF reader. 44

45 Emplyee Physicals Emplyee physicals can be entered as histrical recrds (a lg), but additinal functinality is included t create reminders when anther physical is due. T add an emplyee physical recrd, chse the insert buttn. T change an existing recrd, select it frm the list and chse the change buttn. Date f Physical refers t the date that the physical was perfrmed. Expiratin Date refers t a date by which time anther physical shuld be perfrmed. The system uses expiratin date t calculate reminders. Once yu have entered r updated physical recrd infrmatin, chse OK. T return frm the Physicals area t the main Emplyee List, chse the Back t Emplyees buttn. Emplyee Licenses and Certificatins Emplyee licenses and certificatins can be entered as histrical recrds, but additinal functinality is included t facilitate a reminder when a certificatin has nearly expired. T add an emplyee license r certificatin recrd, chse the Add buttn. T change an existing recrd, select it frm the list and chse the change buttn. 45

46 The nly required infrmatin in a certificatin recrd is its Dcument Number. Once yu have entered the certificatin infrmatin, chse OK. T return frm the License/Certificatins area t the main Emplyee List, chse the Back t Emplyees buttn. Emplyee Vilatins Emplyee vilatins are fr recrding vilatins and maintaining driver and carrier fitness ratings fr CSA

47 T add an emplyee vilatin recrd, chse the Add buttn. T change an existing recrd, select it frm the list and chse the change buttn. Emplyee Training Emplyee training can be entered as histrical recrds, but additinal functinality is included t facilitate a reminder when training needs t be renewed. T add an emplyee training recrd, chse the Add buttn. T change an existing recrd, select it frm the list and chse the Change buttn. Emplyee training must be assciated with the Vehicle Grup field. 47

48 C H A P T E R 6 Service Cde List Truck Tracker allws yu the ability t maintain a list f service cdes in yur fleet. Service cdes are used t define PM schedules that will trigger an entry n the reminders screen. Service cdes are als used t define services perfrmed n wrk rders and reprted prblems. Defining Service Cdes Service cdes are glbal acrss all sites. If yu add a service cde at any site, it will be available fr all sites. Yu must have user permissins t define new service cdes. Open the service cdes mdule Add a service cde Supply the required infrmatin abut the service, and any ptinal infrmatin. 48

49 The required infrmatin when defining a service cde is a unique service cde number that will be used t identify the service cde in the system, and a descriptin f the service. The ptinal infrmatin fr each service cde is: Classificatin 1, 2, 3 user-cnfigurable fields t classify and query a service cde in a VMRS-style cding. These values will be cpied int the service frm when this service cde is added t a wrk rder. Categry user-cnfigurable field fr gruping and querying service cdes. Standard Hurs this value can be autmatically filled int the actual and adjusted standard time fields n the service frm when this service cde is added t a wrk rder. A site setting is prvided t enable r disable the autmatic fill. Standard Hurly Rate this value can be autmatically filled int the (Custmer) Rate field n the service frm when this service cde is added t a wrk rder. Tax Exempt this value will pre-fill the tax exempt field n the service frm, exempting the line item frm the ttal invice tax. Ntes the ntes field can cntain up t 8000 chars. Fr example, this field culd cntain a checklist r a prcedure fr this service. These ntes can be autmatically filled int the service frm when this service cde is added t a wrk rder. A site setting is prvided t enable r disable the autmatic fill. 49

50 Preventive Maintenance (PM) service cde infrmatin If the PM checkbx is selected, the service cde will be available t add t yur PM Schedule. Then, yu can ptinally enter additinal infrmatin abut the service cde s schedule. One-Time Schedule if this ptin is selected, then any PM with this service cde will be deleted after the service is perfrmed, instead f being rescheduled. Interval Days days between scheduling the service Interval Meter 1 and 2 meter 1 and 2 intervals between scheduling the service Once a service cde has been entered int the system, yu can mdify r update its infrmatin by selecting it in the list and chsing the Change buttn. Yu can als separate the service cde list t shw nly active r inactive service cdes by selecting the apprpriate tab in the list. If yu wish t deactivate a service cde, yu can select it frm the list f active service cdes and chse the Deactivate buttn. Likewise, t reactivate a service cde, select it frm the list f inactive service cdes and chse the Activate buttn. Service Cde Links Smetimes yu might perfrm a service n a vehicle that implicitly includes ther services. Fr example, yu might perfrm service A every 1000 miles and service B every 3000 miles, and service A is implicitly perfrmed in service B. If yu have a PM reminder fr each, yu might want the service A reminder t be autmatically rescheduled r reset each time service B is perfrmed, withut adding bth service cdes t a wrk rder. T accmplish this yu culd add service A t the Service Cde Link tab f service B. 50

51 Yu can add any number f links t a service cde and create a tree-like structure f linked service cdes, but yu cannt add a link that wuld create a cycle in the rescheduling prcess. All PM reminders will cascade dwn the links and be autmatically updated. Fr example, if yu have three service cdes, A, B and C. Yu culd add service A t the Service Cde Links tab f service B, and add service B t the Service Cde Links tab f service C. After these links are added yu cannt add service C t either service A r B because it wuld cause a cycle (it wuldn t make much sense t d this anyway). If yu have a PM reminder fr each f these services, when yu perfrm service C, the PM service B and PM service A will autmatically be rescheduled. Part Assembly If yu have service cdes that always include certain parts, yu can assciate thse parts with the service cde by adding them t the Part Assembly list. When yu add a service cde t the service frm n a wrk rder, yu will have the ptin t autmatically check-ut individual parts r all parts at nce as well as print ut the part assembly list f fr that wrk rder. Fr mre infrmatin abut hw Part Assembly applies t a wrk rder, see Wrk Orders, Chapter 10. T maintain the part assembly lists, select the specific service cde frm the list and press Change. On the service cde frm select the Part Assembly tab. 51

52 On the Part Assembly frm, yu can Add, Change r Delete recrds like ther areas f the sftware. Chse the part #, the quantity, and whether r nt it s a nn-inventry part. Optinally yu can assciate the part with a specific vehicle year, make, mdel, r engine. If yu specify a year, make, mdel, r engine the part will nly apply t wrk rders fr vehicles with a matching year, make, mdel, r engine. If yu leave any f the fields blank, the part will apply t all vehicles with that year, make, mdel, r engine. 52

53 C H A P T E R 7 Vehicle List Vehicles are held glbally, meaning that if yu add a vehicle at ne site, all ther sites will be able t see this vehicle recrd. Yu can designate a primary site fr a vehicle, but service wrk perfrmed n the vehicle at any site can be recrded in Truck Tracker, and viewed at any site, depending n the site settings. Defining Vehicles Open the vehicles mdule Add a vehicle The required infrmatin when defining a vehicle is a unique vehicle number that will be used t identify the vehicle in the system, the year the vehicle was manufactured, the make and mdel f the vehicle, and the primary site where the vehicle resides. 53

54 Vehicle Infrmatin: Meter 1 the current meter 1 reading fr the vehicle Meter 2 the current meter 1 reading fr the vehicle VIN vehicle identificatin number Fuel type user-cnfigurable in drp dwn lists Clr user-cnfigurable in drp dwn lists Style user-cnfigurable in drp dwn lists Veh Grup user-cnfigurable in drp dwn lists. emplyee training. Als fr GPS map grup. Vehicle grup fr Class user-cnfigurable in drp dwn lists License Plate Infrmatin: Plate type user-cnfigurable in drp dwn lists Plate number license plate number Expiratin license plate r sticker expiratin date Sticker number license plate sticker number 54

55 Miscellaneus Infrmatin: Lcatin/Yard this field can help grup yur vehicles int separate lcatins. Primary Custmer yu can select a primary custmer frm yur custmer list (this will pre-fill the custmer sectin n a wrk rder). Primary Driver yu can select a primary driver frm yur emplyee list (this will pre-fill the driver n a daily lg and fuel entry). PM Grup when yu include a vehicle in a PM Grup, the vehicle s PM schedules will autmatically be added and remved when service cdes are added r remved in the PM Grup. Fuel Key 1, 2 these fields are used fr imprting fuel recrds in the fuel interface mdule. This unique key shuld match the data cming frm yur fuel system. Require Meter 1 n Wrk Order this ptin will require a meter entry n wrk rders fr this vehicle. Enable Parts Warranty Reminder this ptin enables warranty reminders when checking ut parts t this vehicle. 55

56 Meter Infrmatin: Current Meter 1, 2 the current meter reading fr the vehicle; this is the same data as the Meter 1 field n the Vehicle infrmatin screen. Meter 1, 2 types user-cnfigurable meter labels, e.g. miles, hurs, and kilms. Meter 1, 2 ttals the sum f any replaced meters and the current meter reading, minus the beginning meter reading. Last Fuel Meter 1, 2 this value is stred as the last entered meter value fr fuel entries. This will be used t fill the previus meter field n new fuel entries. Beginning Meter 1, 2 this field is used as the lwest r first reading used n the current meter. If yu chse the Replace Meter 1 buttn, yu can replace a meter that was physically replaced in the vehicle, r that has rlled ver. A mdule will pp up at the bttm f the screen, where yu can supply the end reading f the ld meter, and the starting value f the new meter. When yu are finished, yu can chse the cmplete buttn. Yur preventive maintenance schedule can autmatically be updated t reflect the new current meter. Specificatins: Enter a descriptin fr Engine, Trans, Frnt Axle, and Rear Axle Vehicle Weights: Licensed Fr weight that vehicle is licensed fr Axle Infrmatin table t recrd axle weight infrmatin fr as many axles as needed. Vehicle Assets Yu can recrd infrmatin abut assets, items r cmpnents yu have stred n r want t assciate with the vehicle. 56

57 User-Defined Fields: Vehicle recrds allw fr up t 10 user-defined fields t be used fr whatever purpse yu wish. By default, these fields cme labeled as User 1 thrugh User 10. T change these labels, g t the File menu, and chse Prgram Setup, and g t the Site Cnfiguratin tab and then the Vehicle User Fields tab. Whatever label yu set fr these fields will replace the label f the user-defined fields. The labels apply t all list headings, custm query descriptins, exprt headings and the vehicle infrmatin reprt. Once a vehicle has been entered int the system, yu can mdify r update its infrmatin by selecting it in the list and chsing the change buttn. 57

58 Yu can als separate the vehicle list t shw nly active r inactive vehicles by selecting the apprpriate tab in the list. If yu wish t deactivate a vehicle, yu can select it frm the list f active vehicles and chse the deactivate buttn. Likewise, t reactivate a vehicle, select it frm the list f inactive vehicles and chse the activate buttn. Cpy Vehicle Functin This feature allws yu t add a new vehicle int the system by cpying an existing vehicle definitin. This will save time re-entering the same infrmatin such as year, make, mdel, etc. fr a grup f similar vehicles. Highlight the vehicle yu want t cpy and then chse the Cpy buttn. Yu must supply new values fr vehicle #, VIN #, license infrmatin, and meter values. Batch Meter Update This feature allws yu t update the meter readings fr all vehicles n a single screen. Yu can launch this screen by pressing the buttn n the main vehicle screen r by selecting it in the Lists main menu. T begin, duble-click the vehicle yu want t update r chse the Begin Editing buttn. Yu can navigate thrugh the list by using the Enter, Tab r the Up/ dwn arrw keys. T cmplete the update yu must chse the Save and Finish buttn. Otherwise yur changes will be discarded. The Difference Meter clumn will shw yu the difference between the current meter and the updated meter. This difference will be flagged in red if the difference is negative (adjusting the meter backwards) r greater than the average daily meter limit as defined in the drp dwn lists fr type Meter (see the end f Chapter 3 fr mre infrmatin). The red text flag is nly a warning. Yu may chse t ignre this warning and thse meters will still be updated t the value entered in the Revised Meter field. 58

59 Clear Reminders This functin allws yu t clear reminders fr tire life, licensing and permits, and reprted prblems fr all vehicles at nce. Since PM reminders are based n the last service perfrmed date, they cannt be cleared, nly rescheduled again based n the current date and meter values fr the vehicle. T clear a specific reminder put a check in the bx next t the reminder icn shwn in the list. Duble click n the bx t tggle the check mark. When yu re finished selecting the items yu want t clear, press the Clear Selected Reminders buttn. Depending n yur service cde PM intervals and glbal reminder settings, sme PM items may nt get remved frm the reminders list. Vehicle Dcuments Truck Trackers allws yu t attach dcuments t yur vehicle recrds. Yu can stre a prfile picture f the vehicle, reviews, cntracts and anything else that yu might want t assciate with a vehicle. T attach a dcument t a vehicle click the Vehicles icn n the tlbar. Then select the vehicle yu wuld like t attach t the dcument. Press the Change buttn after that. On the windw that pps up yu shuld see a Dcuments tab. The picture belw is an example f what yu shuld see if yu have Dcuments already assciated with the vehicle yu selected. T view ne f yur dcuments just click n the File Name. It shuld lk similar t a link yu might see n a website. This shuld pen the file in the apprpriate prgram. Fr example, an Accident 001.jpg file will pen in Windws Picture and Fax Viewer. T change a Dcument Link just select the item frm the list and press the change buttn. It shuld lk similar t the image belw: 59

60 T add a Dcument Link select the Add buttn. Click the buttn with the ellipsis ( ) t select which file yu wuld like t attach t the selected vehicle. Truck Tracker maintains its wn dcument library and will cpy the selected file int that dcument library when yu press the OK buttn. S even if yu delete the dcument frm yur cmputer after yu have attached it t this vehicle it will be available because it is still in Truck Trackers dcument library. It will nt be gne until yu delete it frm the dcument library within Truck Tracker. This is a permanent delete. 60

61 C H A P T E R 8 Preventive Maintenance (PM) Schedule Truck Tracker allws yu the ability t maintain a preventive maintenance schedule. This schedule will maintain a list f services t be perfrmed n yur vehicles, and the interval in which they are due t be perfrmed. The PM schedule can calculate events based n meter readings, date, r whichever cmes due first. If yu have setup PM Service cdes, these recrds will already include default meter r date intervals by which the PM schedule can calculate maintenance events. The first step t managing yur PM schedule is t gather all f the required infrmatin fr yur fleet. Separate yur vehicles int grups that will have the same PMs established. Yu can define all f the PMs fr ne vehicle in each grup and then cpy the entire schedule frm that vehicle t each ther vehicle in the grup. Truck Tracker allws yu t attach dcuments t yur vehicle recrds. Yu can stre a prfile picture f the vehicle Defining PM Schedules Open the PM Schedule mdule by clicking its buttn n the tlbar, select it frm the Lists menu. r 61

62 T add a PM Schedule, click Add. The required infrmatin when scheduling a PM is the vehicle the event pertains t, and the service cde that the schedule pertains t. Yu must have vehicles and service cdes defined in their respective lists in rder t create a PM schedule. Fr each PM schedule, select the apprpriate vehicle and service cde frm the list. The ptinal infrmatin yu may include fr PM schedules: Last perfrmed date enter the date this service was last perfrmed Last meter 1 enter the meter 1 value this service was last perfrmed at Last meter 2 enter the meter 2 value this service was last perfrmed at Ntes enter ptinal ntes abut the PM Once a PM Schedule has been entered int the system, yu can mdify r update its infrmatin by selecting it in the list and chsing the Change buttn. The required infrmatin vehicle and service cde infrmatin cannt be mdified nce an event has been created. Als, yu cannt mdify the Next Scheduled values since these values will autmatically be calculated accrding t the PM Service cde settings. Yu can view all schedules when first pening the PM Schedule mdule. If yu wish t separate PM schedules by vehicle, yu can chse a specific vehicle frm the list. Yu can return t the default view f PM schedules fr all vehicles by chsing the View All buttn. PM schedules will be updated t reflect cmpleted wrk rders. Yu can delete PM schedules by selecting it in the list and chsing the Delete buttn. Yu can als cpy PM schedules frm ne vehicle t anther, facilitating the quick creatin f a PM schedule. Once yu have all f yur PMs entered fr ne vehicle, yu can cpy these PM schedules t anther vehicle by selecting this vehicle in the tp right Vehicle Cde field and then chse the Cpy Frm buttn. The system will then prmpt yu t select the surce vehicle, and cpy ver all PM schedules frm that surce vehicle t the currently selected vehicle. PM Schedule Grups T define a service cde gruping, click the PM Schedule Grup buttn. The tp list is the PM grup names, and the bttm list is the service cdes cntained in the selected grup. 62

63 First, add a grup name by clicking Add buttn under the tp list, then type in the name and any additinal ntes and press enter. Nw in the bttm list, add r delete service cdes yu want t include in this PM grup. I If there are Vehicles assciated t a PM Grup, service cdes added r deleted will be added r deleted t the crrespnding vehicles PM schedules. When adding r remving a Vehicle frm a PM grup, the PM schedules will autmatically be added r remved as well. Adding Services t a Vehicle T add a Service recrd directly t a Vehicle, click the Services icn n the tlbar, and then click the Add buttn. Or if yu are n the Vehicles screen, highlight a Vehicle recrd, click the Services/Parts buttn and then click the Add buttn. 63

64 Enter the required Vehicle and Service Cdes if nt already pre-filled. Enter meter readings and service date, as well as the mechanic r vendr perfrming the service and actual hurs f labr. Sme f this infrmatin will already be pre-filled based n the current user and site settings. If the specified vehicle has a PM Schedule defined fr this service cde then it will be rescheduled accrding t the service date and meter 1 and meter 2 fields. The stpwatch functin is a very simple timer t keep a running ttal time. When yu finish, the time will be added t the actual hurs field. The smallest unit f time that can be represented is.01 hurs r 36 secnds. T change infrmatin abut a service, highlight the recrd and press Change. T remve a service recrd, highlight the recrd and press Delete. If the service recrd is assciated with a clsed wrk rder, yu cannt change r remve the service. 64

65 C H A P T E R 9 Wrk Orders Wrk Orders allw yu t update yur vehicle meters and track extensive details abut: Services perfrmed such as date and time, descriptin, mechanic hurs, cst per hur, classificatin and ntes. Parts usage such as part number, quantity, cst, warranty, classificatins, and ntes. Invice infrmatin such as custmer, labr rate, parts markup and taxes. Other infrmatin such as utside vendr, type f wrk, delay cde, estimated hurs and PO reference number. Managing Wrk Orders Open the Wrk Order List The wrk rder windw has a tabbed list. Wrk rders are rganized in the system by status Open, Cmpleted r Clsed. The nrmal prgressin fr a wrk rder is t g frm pen t cmpleted, and frm cmpleted t clsed. Cmpleted status 65

66 represents that the wrk rder has been perfrmed, but nt yet reviewed. Cmpleted wrk rders appear in the ready t clse list. Clsed status represents that the wrk rder has been reviewed. Under the user security settings yu can restrict users frm clsing and repening wrk rders r viewing certain tabs if needed. Yu can als restrict a user frm viewing sensitive emplyee infrmatin, such as mechanic s wage. Wrk rder lists are linked n ther screens such as the Vehicle list and Custmer list. Fr example, yu can pen the Vehicle list, chse a vehicle and then press the Wrk Orders buttn fr a list f wrk rders fr nly the selected vehicle. Or yu culd pen the Custmer list, chse a custmer and then press the Wrk Orders buttn fr a list f wrk rders fr nly the selected custmer. Open the Vehicle List, select a vehicle and chse 66

67 T add a Wrk Order frm any f the wrk rder lists, press the Add buttn. If a vehicle has nt been assigned yet, chse the vehicle that this wrk rder is fr and enter the required meter readings. When the wrk rder is first created it will be assigned the next wrk rder number in sequence accrding the site setting fr last wrk rder number. Wrk rder numbers must be unique, but yu can alter the last wrk rder number site setting if yu want t advance this t a higher number. The meter reading requirement can be disabled n a per vehicle basis under the vehicle details. By default the vehicle s current meter fields are nt shwn n the wrk rder, but this can be enabled in the site settings. If the wrk was perfrmed in huse, chse a mechanic. If the wrk was ut surced, chse a vendr. Or just chse Other. The pened date will default t the date that the wrk rder is added, but yu can verride this if needed. Pressing the Cancel buttn while adding a new wrk rder will discard the wrk rder and any services and parts assciated with it. If parts were taken ut f inventry and placed n the wrk rder they will be returned t inventry with the same quantity, price and received date. Pressing the Cancel buttn while changing an existing wrk rder will nt discard any past services r parts added t the wrk rder, it will nly discard the recent changes made t the wrk rder itself. 67

68 When yu add parts and service, any utstanding changes made t the wrk rder are autmatically saved befre parts and service are added. Yu can resize the wrk rder frm by clicking n and dragging the windw brder. Adding PMs Due If yu chse the PMs Due buttn, a view nly pp-up windw will display pending preventive maintenance event warnings fr the vehicle. Chse Add t Wrk Order t add the service recrd t the wrk rder. At this pint, the PM will be rescheduled accrding t the wrk rder s meter 1 value, meter 2 and pened date and time. Adding Reprted Prblems If yu chse the Reprted Prblems buttn, a view nly pp-up windw will display incmplete reprted prblems warnings fr the vehicle. Chse Add t Wrk Order t add the service recrd t the wrk rder. At this pint, reprted prblem status is changed t Cmpleted. 68

69 Adding Services t a Wrk Order T add specific service cdes t the wrk rder, chse Add under the Services tab n the lwer left hand side f the wrk rder. The nly required field n the service frm is the service cde field. The Mechanic field will be filled frm the main mechanic f the wrk rder, but yu can verride this and chse a different mechanic. Once a service cde is selected, the descriptin is autmatically filled in alng with specified classificatin. If yu chse t insert a service cde fr the wrk rder, yu will need t supply the fllwing infrmatin. The number f labr hurs pre-filled based n site setting The hurly wage pre-filled based n Emplyee mdule The invice labr rate The invice labr rate is determined as fllws: A manually entered labr rate will always be used if it is entered. Otherwise, if a Custmer has a labr rate assciated with it, that labr rate will be used. If the Custmer selected desn t have a labr rate assciated with it, then the systems default labr rate will be applied even if it is 0. 69

70 At any time, a manually entered labr rate will verride any autmatically calculated labr rate. Please nte that these calculatins are perfrmed at the time a service is added t the wrk rder. Thus, fr example, if yu assciate a wrk rder with a custmer after yu add service t a wrk rder, these services may nt necessarily be marked up by the crrect percentage, pssibly using the default percentage fr the site rather than fr the custmer. A best practice wuld be t first ppulate the custmer field n a wrk rder befre adding services. Service Date by default the service date will equal the WO Issued date, but yu can verride it here. Optinal: classificatin Optinal: ntes Emplyee this will default t the emplyee selected n the main wrk rder recrd screen, but can be verridden. If yu have the emplyee mdule, the emplyee s hurly wage will be filled. Wrk Order Parts Assembly The part assembly tab shws all assciated part assemblies fr service cdes added t the Wrk Order. Yu can check ut a selected part assembly r all at nce. Yu can als print a list f all part assemblies fr the Wrk Order. Adding Parts t a Wrk Order Yu may add parts frm inventry when recrding service. If yu are using the Prfessinal versin, this will remve parts frm inventry in a First In First Out rder (FIFO), r yu can select a specific inventry recrd. In the Standard versin yu can itemize a parts list n the wrk rder, but they are recrded as nn- inventry and d nt have warranty infrmatin assciated with them. 70

71 When checking ut a part, the markup percentage is determined as fllws: A manually entered markup percentage will always be used if it is entered. Otherwise, a markup percentage assciated with a particular part will be used (if this value exists). Otherwise, if a custmer is assciated with the wrk rder befre adding parts, a markup percentage assciated with this custmer will be used (if this value exists). (NOTE: If the vehicle being serviced has a default custmer assciated with it, this custmer is the default custmer n the wrk rder. Therefre, the markup percentage assciated with this custmer (if this value exists) will be used unless anther custmer is manually selected.) Otherwise, the default markup percentage fr the site will be used, even if it is 0. At any time, a manually entered markup percentage will verride any autmatically calculated markup percentage value. Please nte that these calculatins are perfrmed at the time a part is added t the wrk rder. Thus, fr example, if yu assciate a wrk rder with a custmer after yu add parts t a wrk rder, these parts may nt necessarily be marked up by the crrect percentage, pssibly using the default percentage fr the site rather than fr the custmer. A best practice wuld be t first ppulate the custmer field n a wrk rder befre adding parts. If yu insert a part t a wrk rder that uses a cre, yu must credit a dirty cre back int inventry befre yu can cmplete this wrk rder. The value f this dirty cre will then be subtracted frm the final cst f the wrk rder. The system will ntify 71

72 yu if yu have used any parts that require a cre credit. If s, yu can chse the credit cre value buttn that will appear t credit the cre int the system. Wrk Order Infrmatin (Optinal): Meter 2 will ptinally update the vehicle meter 2 value. Additinal wrk rder infrmatin can be added by chsing the ther infrmatin tab. Persn requesting wrk rder Estimated dwntime Hur estimate Reference number Vendr Invice Number PO Reference number Yur cmpany Purchase Order Number fr wrk t be perfrmed by utside vendr r Custmer s Purchase Order Number fr wrk yu are invicing t custmer. Reasn Wrk rder type Delay cde the system maintains a list f all knwn delay cdes 72

73 Custmer cde this refers t a custmer defined in the custmer list. At this pint, yu can insert a new custmer t yur custmer list if yu wish. Tax infrmatin verride custmer tax inf Wrk Order Ntes - this will be ppulated n the Wrk Order reprt. Invice Ntes this will be ppulated n the Invice reprt. Once yu have cmpleted the initial creatin f a wrk rder, it will appear in the wrk rder list. Yu can mdify r update wrk rder infrmatin by pening the wrk rders mdule, selecting the apprpriate wrk rder in the list, and chsing the change buttn. T change a wrk rder s status, select it frm a list and chse change. Then, chse the apprpriate status buttn. If yu chse clsed, the system will autmatically supply the date and time the wrk rder is clsed with the current date and time, but yu can verride this infrmatin by typing it in by hand. T remve a wrk rder, select it frm the list and chse delete. Deleting a wrk rder will remve it frm the system and lwer the ttal cst f the vehicle if csts were recrded. Any services and parts tracked n the wrk rder will be remved and parts returned t inventry (if they were frm inventry). Wrk rders can be printed as a wrk rder r as an invice. When printed as an invice, the services will be calculated accrding t the labr rate hierarchy, the parts csts are calculated accrding t the markup r retail hierarchy and the tax settings can be custmized and applied. The Bill T prtin f the printed invice will be filled with the specified Custmer n the Other Infrmatin tab. Wrk Order Dcuments Truck Tracker allws yu t attach dcuments t yur wrk rder recrds. Yu can stre a prfile picture f the repair rder, installatin guides and anything else yu may need t assciate with a wrk rder. T attach a dcument t a wrk rder click the Wrk Order icn n the tlbar. Then select the wrk rder yu wuld like t attach a dcument t. Press the Change buttn after that. On the windw that pps up yu shuld see a Dcuments tab. The picture belw is an example f what yu shuld see if yu have Dcuments already assciated with the wrk rder yu selected. 73

74 T view ne f yur dcuments just click n the File Name. It shuld lk similar t a link yu might see n a website. This shuld pen the file in the apprpriate prgram. Fr example, an Installatin guide.pdf file will pen in Adbe Acrbat Reader. T change a Dcument Link just select the item frm the list and press the change buttn. It shuld lk similar t the image belw: T add a Dcument Link select the Add buttn. Click the buttn with the ellipsis ( ) t select which file yu wuld like t attach t the selected part. Truck Tracker maintains its wn dcument library and will cpy the selected file int that dcument library when yu press the OK buttn. S even if yu delete the dcument frm yur cmputer after yu have attached it t this part it will be available because it is still in Truck Trackers dcument library. It will nt be gne until yu delete it frm the dcument library within Truck Tracker. This is a permanent delete. 74

75 C H A P T E R 1 0 Parts Inventry Management The sftware is designed t help maintain and ptimize yur physical inventry. This includes defining parts and tracking their flw in and ut f inventry. It is best t fill ut as much infrmatin as pssible when defining parts, such as the cst, bin numbers, warranty perid and classificatins. Fr cmpanies with multiple sites, the inventries will be cmpletely separate and can nly be used while lgged int that site. If multiple sites have the same part number defined, then they can transfer inventry between the sites. Parts Glbal Quick list f cmmn part definitins available t all sites. Sites Separate inventry and service lcatins. Parts Part definitins t use fr this site s inventry. Parts On-Hand Inventry Currently stcked inventry. Parts Check-In (Receipts) Histrical recrd f parts checked-in t inventry. Parts Check-Out (Usage) Histrical recrd f parts checked-ut t vehicles r wrk rders. On Hand/Adjustments Histrical recrd f adjustments t n hand inventry. Site Transfers Histrical recrd f parts mved between sites. Physical Inventry Batch adjust full r partial inventry quantity. Crss Reference Related parts fr warranty flagging. Purchase Orders Histrical recrd f vendr purchases. Part Purchases (Purchase Order Details) Line items f parts t be purchased r returned. 75

76 Defining Parts The first step t maintaining an inventry f parts is t define yur parts in the system. Yu must have managerial privileges t define new parts. Open the parts mdule Add a part Supply the required infrmatin abut the part, and any ptinal infrmatin yu wish. 76

77 The required infrmatin when defining a part is a unique part number that will be used t identify the part in the system, a descriptin f the part, and a default supplier. This supplier will have already been set up in the vendrs sectin f the database. Yu may chse a different vendr than the default when entering parts int inventry if yu rder the same type f parts frm mre than ne supplier. When using average csting, it is recmmended that yu DO NOT enter parts with a cst f $0.00 as this can cause cnfusin with yur csting calculatins nw and in the future. While checking in parts, if yu have a barcde scanner and a part with a bar cde label n it, yu can ptinally scan the bar cde and it will autmatically create a new part number frm the decded bar cde label. Hwever, any additinal ptinal infrmatin will still need t be entered manually if necessary. After yu have defined a part, yu can later make changes by selecting that part in the list and chsing the change buttn. The ptinal infrmatin fr each part yu define includes: Issued unit f measure This field will use the default unit f measure as earlier defined in yur cmpany defaults. Markup percentage percentage a part will be marked up by default when a part is included n a wrk rder invice. 77

78 Retail Price fixed price fr invice. Tax Exempt excludes tax n the invice fr this part (pre-fills). Cre Tracking True r false checkbx, designates whether the part requires cre tracking. If this is checked, yu can supply a maximum cre value. The part value listed fr a part with cre tracking will be the sum f the value f the part that cntains a cre and the value f a clean cre. When yu add a part that requires cre tracking, the system will autmatically create a secnd part signifying the dirty cre. Yu can then mdify infrmatin cncerning this dirty cre separately frm the part itself. In the list, the dirty cre will be designated with the same part number, with the suffix Cr added e.g. Part number will have a dirty cre part number Cr. Primary & Secndary Bin Warehuse bin lcatins where part is stred. Categry - this is a gd field t use fr using custm query n reprts. Subcategry this is a gd field t use fr using custm query n reprts. Default Service Cde default service cde t pre-fill parts usage with. Warranty infrmatin The warranty prvider, as well as the terms (time and/r distance) f the warranty. This infrmatin must exist at the time f check-ut in rder fr the warranty reminder message t shw prperly. Classificatin supprts classificatin cding frmats ccurring with three sets f three characters, such as , VMRS-style cdes. Used fr warranty detectin when prefrmed twice n same vehicle. Rerder pint infrmatin Chse a restck ptin fr this part. The restck ptin allws yu t chse between the frmula trend, min/ max ptin, r n rerdering fr a part. Restck Optin - Frmula trend the frmula tracks parts ver a 90-day perid t determine the average demand (default is 15 days demand, r 24 turns per year). The trend quantity is calculated by adding: 20% f parts usage frm past days 30% f parts usage frm past days 50% f parts usage frm past 0-30 days And then divides that sum by the frmula trend divisr (the default tend divisr is 2). 78

79 This standard trend quantity will certainly reduce if nt eliminate stck-uts n regularly carried inventry and in mst instances greatly reduce yur inventry investment. Yu can mdify the trend divisr frm File->Settings->Parts Inventry sectin. If the trend divisr is set t 1, the result is a 30 day demand, r 12 turns per year. If the divisr is 0.5, the result is a 60 day demand, r 6 turns per year. If the divisr is changed t 3, the result is a 10 day demand. When the Frmula ptin is chsen, the system will use the Min/Max rerdering fr the first 90 days while the system builds the standard trend quantity. After the first 90 days the frmula trend will be used. Restck Optin - Min/Max - minimum rerder pint, maximum rerder quantity Maximum maximum number f parts t be held in inventry. Minimum minimum number f parts t be held in inventry. When the minimum number is reached, the system will indicate in the rerder reprts fr yu t rder enugh parts t reach the maximum number. Restck Optin D Nt Order this part will nt be included n the suggested rerder reprt. With a setting f Min/Max, the maximum value must be greater than r equal t the minimum value. By default, these values are set at a minimum f ne, a maximum f tw. Yu can separate yur parts as either active r inactive frm the main list f parts that appears when yu first click n the parts buttn. T deactivate a part, select it frm the list at the active tab, and then click the Deactivate buttn. Likewise, t reactivate a part, select it frm the list at the inactive tab, and click the Activate tab. If yu wish t remve a part recrd that des nt have any ther fleet data assciated with it, highlight the recrd and press the Delete buttn. Printing Barcdes First make sure t cnfigure yur barcde printer r chse the windws printer yu wuld like t use under the site settings. T print a bar cde(s) fr a part already in the system, select it in the list and then chse the Print Barcde buttn. This will print the bar cde fr the selected part n yur label printer. Yu can even print bar cdes fr all f yur parts at nce by using the All Bar Cde Labels reprt. This reprt is lcated under the Reprts main menu n the Inventry sub-menu. 79

80 By default, the reprt will print nly ne label fr every part in yur inventry. By selecting the All Parts n Hand ptin the reprt will print a label fr every part n hand. That means if yu have 300 items n hand the reprt will print 300 labels. Yu can use the custm query wizard t selectively print barcdes as needed. Parts Crss Reference Smetimes yu will have multiple parts frm different vendrs r manufacturers that are actually the same part, but they have different part numbers. Yu can reference these alternate part numbers by adding a Crss Reference t ne f the parts. By crss referencing tw parts, yu can easily lkup alternate part numbers, as well as receive warranty warnings when a matching crss-referenced part is put n the vehicle within the warranty perid. 80

81 Parts Check-In Once yu have defined yur parts, yu can check them in and ut f inventry. Open the parts mdule Open the parts check-in mdule Add Parts t Check-in queue (either manually r select frm pen PO) Cmplete and Print Once yu are in the parts check-in mdule, yu can check in parts either by scanning their barcdes, r manually selecting and entering them. If yu scan a barcde, the system will autmatically pen a new check-in recrd. 81

82 Once yu scan a barcde, yu must select the vendr that supplied the part. The default vendr defined fr the part is supplied autmatically, r yu can select a different vendr frm the list. Yu must als supply an actual cst fr the part. The default cst is supplied frm the bar cde, but yu can adjust it manually. Yu can increment the quantity f a particular part being checked in by scanning that part s bar cde again, r by manually mdifying the quantity field. Yu have the ptin f supplying a receipt reference number, such as a receipt number frm the vendr. If yu Check-In a part that des nt exist, it will be created autmatically. Althugh yu can define new parts in the system n the fly as yu check them in, this is nt recmmended. When yu are finished checking in a particular part, yu can cmplete the part checkin prcess by chsing the OK buttn. Or, if yu scan a different part s bar cde, the previus part check-in prcess will be cmpleted in the system. If yu are receiving inventry frm an existing pen purchase rder, press Add PO Details buttn. 82

83 Duble click n parts t be received. When the parts are selected, press Add t Check-In Queue buttn. Each part that yu check in will then be listed in the New Check In List. This list als displays the ttal number f part numbers checked in. Yu can review and mdify this infrmatin by selecting the part in this list and chsing the Change buttn. If yu n lnger wish t check-in a part in the list, yu can remve it by selecting that part and chsing the Remve buttn. Once yu have all f the check-in infrmatin crrect, chse Cmplete Check In and Print. Once yu have cmpleted check in, the system will ask yu whether yu wish t print bar cdes fr all parts checked in. If yu chse yes, the system will pen a print preview windw and yu can print bar cdes n yur label printer. Adjustments The adjustment mdule is an in-depth inventry list, allwing yu t manually adjust n hand inventry infrmatin. There are tw ways t make adjustments. T simply adjust the n hand quantity f a part, select the part frm the list and chse the Adjust Quantity buttn. This will bring up the simple adjustment windw where yu can add r remve frm the n hand quantity and include a cmment. 83

84 T adjust the vendr cde, n hand quantities, r price, chse the Adjustment buttn. The adjustments mdule will display a list f parts that yu currently have in inventry. If yu received identical parts frm different vendrs, there will be a separate recrd fr each part with respect t vendr. Fr example, if yu receive part number 1000 frm Vendr A, and anther part number 1000 frm Vendr B, yur parts inventry list will shw tw part number 1000 s in inventry, but in the adjustment mdule yu will see separate entries fr each part number Yu can adjust inventry recrds by selecting them and chsing Change. If there are n inventry recrds fr a part, yu can add an inventry recrd by chsing Add. Yu can als delete an inventry recrd by chsing Delete. If yu chse 84

85 t delete an inventry recrd, any quantities assciated in that recrd will be subtracted frm inventry. If yu add an inventry recrd, yu will need t supply a vendr, quantity, an actual cst per item, and cmments. When yu have cmpleted an adjustment, yu can select anther part t adjust if yu d like, r chse back t parts t return t the main parts inventry windw, r chse clse t exit the parts inventry area. Transfers (Multiple Sites Only) If yu have multiple sites, yu can request a parts transfer frm anther site t yur wn. After yu have requested a transfer, a manager at the requested site will need t apprve the transfer and arrange fr parts shipment. Once yu have received the parts yu can cmplete the transfer in the system, and all inventry quantities will have been adjusted apprpriately. T request a transfer, frm the Parts Inventry windw, select Transfer. The incming transfers requested tab shws any part transfers that yur site has already made. Yu may edit an existing request by selecting it in the list and chsing edit, r yu can make a new request by chsing request. Then, yu need t select the part number that yu wish transferred by typing in the part number, r by pressing the ellipse buttn and chsing it frm the list. Once yu have chsen a part number, inventry quantities frm ther sites will be shwn dwn in the list. Next, chse a site frm which t request the transfer. Yu can nly chse a site that currently has the part in inventry. Finally, chse the quantity yu are requesting, and add any ptinal cmments yu see fit. 85

86 Once yu have made a transfer request, it will appear in the utging transfers requested list (tab) at the site frm which yu requested parts. If anther site has requested a transfer frm yur site, n the utging transfers requested tab yu can select it frm the list and first chse apprve t signify that the request is apprved. Then, nce yu are ready t prcess the request, chse the check ut transfer buttn. This will remve the quantity f items frm yur inventry in the system, and the system will prmpt yu t arrange fr shipping f the items. If yu d 86

87 like, yu can select a transfer frm this list and chse the print packing list buttn t generate a packing list t include with shipment. Once a transfer request has been apprved and checked ut at the sending site, it will appear in the incming transfers requested list at the requesting site with status in transit. When the parts arrive at yur site, yu can cmplete the transfer request by chsing the check in transfer buttn. At this pint, the items will be added t yur inventry. A histry f all cmpleted transfers invlving yur site can be viewed n the cmpleted transfers tab. Cre Tracking In Truck Tracker Sftware, cres are represented by tw part numbers: (1) the part itself, which includes the clean cre value (2) the dirty cre, which has a (123Cr). In Truck Tracker, when the cre tracking ptin is selected: The dirty cre is autmatically created with the same number as the part itself, fllwed by Cr at end f part number (123Cr). And with the same quantity as the part itself. When the user first enters a price fr the part (befre indicating that a cre exists), that price is the cst f the part itself withut the value f the clean cre. Once cre tracking is selected fr that part and the maximum value f the dirty cre is entered, a ntificatin will be made t the user that the user needs t manually update the cst f the part. That updated cst f the part shuld then include the value f the part plus the value f the clean cre that is part f that part. NOTE: Because the value f the clean cre is included within the value f the part itself, any reprting that includes that part will shw the full cst f the part (including the cst f the cre). When a part that is set up fr cre tracking is charged ut t a wrk rder, a red dt appears t advise that a credit shuld be entered fr the dirty cre. When the dirty cre is added t the wrk rder, the user has the ability t change the value f that dirty cre frm the full value established t any value, including zer. A dirty cre credit must be entered befre the wrk rder can be clsed. 87

88 Dirty cres cannt be added t purchase rders (i.e., t reflect in the recrds the credit that the custmer will receive fr returning a cre). The parts Adjustment feature must be used t remve the dirty cre frm inventry when that cre is returned t the vendr. Markups: Any markup fr the part will be charged against bth the part and the (clean) cre. When a dirty cre is credited t a wrk rder, that same markup will be autmatically added t the dirty cre, s that if the maximum value f the dirty cre is entered, this will clear ut the ttal cst f the clean cre. Physical Inventry With this feature, each site can perfrm a cmplete physical inventry with cunt sheets and detailed reprts. T launch the physical inventry mdule, chse the Physical Inventry buttn n the parts windw r select it frm the Lists main menu. 88

89 The physical inventry functinality wrks in 3 steps. Step 1: Print Cunt Sheet(s) this will print the cunt sheets and create a temprary inventry wrk file fr recrding the cunted quantities. Yu can perfrm a physical inventry n a subset f parts by using the Custm Query ptin befre yu print the cunt sheets. After printing the cunt sheets, step 2 and 3 will be enabled and the Print Cunt Sheet buttn will be disabled. Yu cannt print the cunt sheets again until yu cmplete Step 3 r start ver by selecting the Clear buttn. Selecting the Clear buttn will erase all f the cunted quantities that have been entered thus far. Step 2: Enter Cunt this windw will update the inventry wrk file with the cunted quantities frm the printed cunt sheets in step 1. Yu can edit the quantity n hand by duble-clicking the recrd r by selecting the Begin Editing buttn. Use the Enter, Tab r Up and Dwn arrw keys t navigate the list. Yu can g back and re-enter r update the cunted quantities in this screen. Values with a 0 entered in the Quantity n Hand will have their quantities set t 0 in stage 3. If yu leave a _ in the Quantity n Hand field then the quantity will remain unchanged in stage 3. 89

90 Parts nt Cunted Reprt this reprt will shw all f the parts n the cunt sheets that have nt had an entry in the Enter Cunt windw. Part Variance Reprt this reprt will shw a list f all parts in the wrk file with a cmparisn f the cunted quantities t the current n hand quantities. The unit cst is the cst f a single part n hand (actual r average - determined by the csting methd specified in the site cnfiguratin). The cunted cst is the unit cst multiplied by the cunted quantity. The variance cst is the current n hand cst (the cst f the parts currently in inventry) minus the cunted cst (the cst f the parts cunted). This is a useful value that represents the ttal dllar amunt that yur physical inventry is ff by. All buttns in step 2 (enter cunts and bth reprts) can be run r re-run as many times as yu wish in any rder befre mving n t step 3. Step 3: Pst Cunts t Inventry this is the final step and will update the n hand recrds fr nly the parts with entries in the Enter Cunt screen. It will ignre any parts that have nt been cunted (parts with a _ ). Adjustment recrds are created fr all mdificatins t the n hand recrds s that yu will have a histry f the pstings. When the inventry is updated, yu will get a summary reprt f the physical inventry update. 90

91 Part Check Out (Usage) Parts can be checked ut by using a wrk rder. They can als be checked directly ut f inventry frm the parts inventry windw, but a vehicle selectin is still required. Frm the Parts list windw, chse the Part Check Out buttn t begin checking ut parts. 91

92 Frm here yu must select a vehicle fr which the part is being checked ut. Once yu ve selected a vehicle, yu can begin checking ut parts by scanning their bar cde labels r manually selecting them. Once yu chse OK r scan a secnd bar cde label in successin the first part will be checked ut, and the system will remember the vehicle fr which yu are checking ut parts. When yu select a part manually, by default the selected quantity will be checked ut sequentially in First in First ut (FIFO) rder. Yu can check ut a specific inventry part by highlighting the part and the specific n hand inventry recrd. If the quantity chsen is greater than the selected n hand recrd, the system will remve the remaining quantity in FIFO rder. Average Csting Average cst methd is used when the Csting Methd site setting is set t Average. Average cst is recalculated when a part is received (Check-In), credited int the system (Check-Out Credit Item), r manually adjusted int r ut f the system (Adjustments). T see all transactins that affect the average cst fr a part yu can: 1. Open the Parts Inventry Screen. a. Press the Parts buttn n the tlbar. 92

93 b. Highlight a Part recrd. c. Press the Check-In buttn and lk at the csts fr that part. d. Press the Adjustments buttn and lk at the csts. e. Press the Check-Out buttn fr items that were marked as Credit Items which have a negative ttal cst. 2. Run the Parts Transactin Lg reprt. a. G t Reprts->Inventry->Parts Transactin Lg. b. Enter a date range r leave blank fr all. c. Enter a custm query if yu wish fr specific parts. d. Press G and wait fr the reprt t generate. Smetimes yu can find a transactin that has an incrrect cst fr sme reasn, and this culd be altering the average cst. Or maybe the whle transactin is invalid. In this case yu wuld want t Change r Delete the On Hand recrds (creates an Adjustment) t get rid f the invalid data, and the average cst will be reflected. Be aware that if yu checked-ut parts after the invalid transactin ccurred, it might nt have the crrect cst, and it wn t be changed autmatically. If the part was used with the wrng average cst n a wrk rder that is nw clsed, yu might nt be able t repen it and change the cst. If the wrk rder is pen, yu can Delete the incrrect part check-ut recrds, fix the cst, and then add the parts usage back again. See the prcess belw. T alter the average cst fr a part yu can: 1. Change r Delete the On Hand recrd, which autmatically creates an Adjustment. 2. Delete a Check-in recrd, which autmatically deletes the crrespnding On Hand recrd if it hasn t been used yet. If it has been used already then yu need t Delete that Usage recrd first t put it back int the On Hand table. Once the part is back in the On Hand table yu can nw perfrm either ptin 1 r 2. Fr example, if yu smehw received r adjusted quantity 2 at $0 and quantity 2 at $100, then it will check-ut at average cst f $50 per part. If yu then adjusted the cst f the 2 parts frm $0 t $100, r if yu remved the quantity f 2 parts at $0, then it will check-ut at average cst f $100 per part again. Hpefully yu can nw understand hw the average cst is managed. Behind the scenes it s actually mre cmplicated than it sunds because the system allws the same part with different quantities at difference prices, and the average cst spreads it all ut equally in the end. Yu just have t be careful abut adjustments because if yu are half way thrugh the stck f a particular item, it hasn t been fully spread ut yet, and an adjustment will wipe away the rest. If yu think there is a prblem creating the adjustments r receipts, which is actually creating the prblem with the average cst, then we need t fcus n why that is happening and nt the calculatin itself. We need t reprduce the errneus 93

94 adjustment r receipts in a test envirnment s we can islate the issue. In this case it might als help t have a cpy f the custmer database backup file. Vehicle Parts Reference The Vehicle Parts Reference mdule allws yu t track parts used n similar vehicles, accrding t their year, make and mdel (r make & mdel nly). T use this mdule, first enter the vehicles mdule, and then select the vehicle yu wuld like t assciate a part with. Then, chse the Vehicle Parts Reference buttn. A list f any parts already assciated with this vehicle s year, make and mdel will appear in the list. If yu switch t the Make and Mdel Only tab, then parts assciated with all similar makes and mdels will appear in the list. This list will be built up autmatically as yu use parts n vehicles. Yu can als Add, Change and Delete recrds as needed. T assciate a part with a vehicle by year, make and mdel, chse the add buttn and select the part frm yur parts list. This part will then shw up fr any ther vehicle f the same year, make, and mdel that yu select frm the vehicles list if yu chse vehicle parts reference. Similarly, any parts that yu add t the make and mdel nly list will appear fr any ther vehicles f the same make and mdel. There may be verlap between parts n the tw lists fr a particular vehicle. 94

95 Parts Dcuments Truck Trackers allws yu t attach dcuments t yur part recrds. Yu can stre a prfile picture f the part, installatin guides and anything else yu may need t assciate with a part. T attach a dcument t a part click the Parts icn n the tlbar. Then select the part yu wuld like t attach a dcument t. Press the Change buttn after that. On the windw that pps up yu shuld see a Dcuments tab. The picture belw is an example f what yu shuld see if yu have Dcuments already assciated with the parts yu selected. T view ne f yur dcuments just click n the File Name. It shuld lk similar t a link yu might see n a website. This shuld pen the file in the apprpriate prgram. Fr example, an Installatin guide.pdf file will pen in Adbe Acrbat Reader. T change a Dcument Link just select the item frm the list and press the change buttn. It shuld lk similar t the image belw: 95

96 T add a Dcument Link select the Add buttn. Click the buttn with the ellipsis ( ) t select which file yu wuld like t attach t the selected part. Truck Tracker maintains its wn dcument library and will cpy the selected file int that dcument library when yu press the OK buttn. S even if yu delete the dcument frm yur cmputer after yu have attached it t this part it will be available because it is still in Truck Tracker s dcument library. It will cntinue t exist until yu delete it frm the dcument library within Truck Tracker. This is a permanent delete. Purchase Orders Truck Tracker has a purchase rder mdule that prvides additinal functinality and interfaces with the parts inventry mdule f the sftware. If yu have purchased the Prfessinal versin, yu will be able t track parts purchases mre clsely with purchase rder recrds as well as autmatically generate a purchase rder based n the current inventry needs. Additinally, special reprts pertaining t the infrmatin kept in this mdule are als available. Adding a PO T get t the PO System Mdule, first enter the Parts mdule. Then, chse the Purchase Orders buttn. 96

97 T create a PO, chse the Add buttn. The system defaults t the current date and time, but yu can verride these if apprpriate. Yu must als select a vendr frm which yu are making a purchase. Next, chse the part yu wish t rder by chsing the Add buttn, and chse a quantity t rder. Yu can rder multiple parts n ne PO. The sales tax may als be included n the purchase rder. Indicate by a check mark in the Sales Tax bx and enter the percentage f sales tax charge. This amunt will be applied t the entire purchase rder and if indicated n the part line item entry, will als be included in the part cst when checked int inventry. Supply any ther relevant infrmatin that yu have. If yu wish t print a PO, yu can select it and chse the Print PO buttn. Creating a PO fr Vendr Rerder Amunt Use the Add PO Fr Vendr Rerder buttn t autmatically generate and review a purchase rder fr a selected vendr. This PO will be autmatically created t rder any parts fr which the selected vendr is the supplier and the current inventry has fallen belw the rerder level. Checking In an Entire PO If yu wish t receive all f the parts frm a purchase rder int yur inventry quickly, yu can chse that PO recrd frm the list and press the Check-In Entire PO buttn. This functin will create receipts and n hand recrds fr the quantity remaining n rder f each line item, then it will clse the purchase rder. 97

98 C H A P T E R 1 1 Security Cnfiguratin Truck Tracker allws yu the ability t create unique lgin accunts, and maintain unique security permissins fr individual users r grups f users. This includes defining users in the system, creating grups, and setting permissins. In rder t perfrm this cnfiguratin, yu will need t lgn with Full Access User privileges. T begin managing security, chse the Security icn n the tlbar, r select Security under the File menu. The system cmes with tw autmatically created user accunts: manager and mechanic. Yu may change the default accunts r create new user accunts and then give them unique permissins. User accunts are unique acrss all sites: yu cannt have a Mechanic user fr mre than ne site. Each user will be linked t a specific site, r have the ptin t select a site at lgin. After yu lgin, the system will recgnize what site the user is setup t use and displays the apprpriate site data. 98

99 Users Setup T add a new user accunt, chse the security buttn. Next, chse cnfigure individual users. Finally, chse Insert. A username is determined by the user s first and last name in cnjunctin. Fr example, fr a user named Anthny Andersn, this wuld be the username that Anthny wuld supply t lgin t Truck Tracker. If yu nly supply infrmatin in the last name field, this will be the username. 99

100 Yu als need t supply a passwrd fr the username. Passwrds are nt case sensitive, and are nt masked frm view. Yu als need t select what site the user is at. Yu can grant the user tw additinal levels f security. The Allw Full Access setting will give the user the ability t change glbal cmpany settings such as PM reminder intervals and can als cnfigure security fr vehicles and service cdes. The Allw Site Selectin (multi-site installatins nly) setting will give the user the ability t select which site t lg int after the lgn infrmatin is verified. If yu wish t prevent this lgin frm becming active, r restrict it later, use the lcked ut checkbx. When selected, this bx prevents the accunt frm accessing the system. T jin a user t a grup, chse the Insert buttn near the grups list. T remve a user frm a grup, chse the Delete buttn near the grups list. T specify security permissins, chse the apprpriate area frm the tp list, and the apprpriate permissin frm the bttm list. It is recmmended that yu define security fr grups and then jin users t these grups, rather define security fr each user. Hwever, if yu wish t use the Deny flag fr any particular actin fr a specific user, this will verride any permissins allwed fr a grup. Fr mre infrmatin n specific security permissins, see the Appendix. Active Directry Integratin T use single sign-n with windws active directry, select the Active Directry User ptin. Enter the dmain accunt name in the Last Name field and enter the LDAP path t the dmain. When a user is lgged int active directry then they d nt need t enter a passwrd t lgin t the sftware. Yu must be currently lgged int the dmain with permissins t cnnect and brwse the list f accunts. T brwse a list f active directry entries, enter the path (i.e. LDAP://dc=yurdmain,dc=cm), and press the Query AD buttn. Yu can bulk imprt active directry accunts as Users r Emplyee recrds (they are separate entities in the prgram). Simply highlight the recrds yu want t imprt and press the Imprt as Users r Imprt as Emplyees buttn. Grups Setup T simplify managing uniquely defined permissin sets, yu can create a grup fr users with similar security permissins, define the permissins fr this grup, and then add users t the grup t effectively give them the apprpriate permissins. 100

101 T create a grup, chse the Cnfigure Grups f Users buttn within the security mdule. Next, chse Add. Supply a name fr the grup, and define the grup s site. Yu can als jin user accunts t the grup by inserting them int the list f members. Finally, define what permissins yu wuld like users in this grup t have, and grant them these permissins. Security Permissins Users can perfrm functins r gain access within the sftware if they have been granted the permissin. Users can be granted this permissin either directly, t their 101

102 user accunt, r they can receive it thrugh membership in any grups that have this permissin. Hwever, any time a user is explicitly denied a functin r access, deny settings verride any permissins. The end result is that even if a user belngs t a grup with permissin t an area, but is explicitly denied this permissin, the user will nt be able t wrk in this area f the sftware. Similarly, if a user belngs t a grup that is denied permissin, the user will nt be able t wrk in this area f the sftware even if the user is granted permissin n the user s individual accunt. If a user is neither granted nr denied permissin t a functin thrugh either the user s individual accunt r grup memberships, the user will nt have access t that functin f the sftware. Security permissins are rganized by lgical grups, called Areas:. Sme areas are related t ptinal mdules, and are nly available if these mdules are purchased and activated. Each security area cntains permissins, called Drs:. In rder t deny permissin t mdules that have multiple pints f entry, yu must deny each Dr. Fr example, t deny permissin t Wrk Orders, yu wuld need t deny the Wrk Order buttn in bth the Vehicles and the Tlbar areas. Here is a list f all f the Areas and Drs available: Custmers Add/Change/Delete Custmers Inactivate Custmer Lgs Buttn Vehicles Buttn WO/Invices Buttn Dcument Attachments Add/Change/Delete Dcument View Emplyee Dcuments View Part Dcuments View Vehicle Dcuments Drp Menu Backup Database ability t create a backup file f the database (accessed under the File menu) Batch Meter Update Frm Lists Menu allws access t launch functin frm the Lists menu (requires permissin t access Lists menu) Change Drp Dwn Lists add / mdify drp dwn list entries (fr example Fuel Type and Meter Type ) Custm Query Wizard ability t add / mdify / execute custm queries n reprts Database Tls check database integrity, rebuild keys, recmputed statistics and change the database Read-Only accunt passwrd. ExprtDdata ability t exprt data tables (accessed under the File menu) Glbal Cmpany Cnfiguratin cnfigure sites, grups fr sites, inventry cst methd, reminder settings, and currency cnversin settings. (Requires Site Setup permissin t have access) 102

103 Cnfiguratin Add/Change/Delete Cnfiguratin Emplyee Certificatins Add/Change/Delete Emplyee Certificatin Emplyee Physicals Add/Change/Delete Emplyee Physicals Emplyee Training Add/Change/Delete Emplyee Training Emplyee Vilatins Add/Change/Delete Emplyee Training Emplyees Add/Change/Delete Emplyee Clear Warnings Emplyee Certificatins buttn Emplyee Licenses Buttn Emplyee Physicals Buttn Emplyee Training Buttn Inactivate Emplyee View Sensitive Emplyee Infrmatin Expenses Add/Change/Delete Expense Recrds Fuel Add/Change/Delete Fuel Recrd Parts Inventry Add/Change/Delete Part Recrd Adjust Quantity Buttn (Simple) Adjustments (Advanced) Change Parts Usage Buttn Check Out Nn-Inventry Parts Delete Check-In Receipt Buttn Delete Part Checkut Inactivate Part Recrd Multi-Site Part Transfers Part Check-In Part Check-Out Part Crss Reference Buttn Physical Inventry Buttn PO System Buttn 103

104 Parts Transfer Apprve/Change a Transfer Request Frce Cmpletin f Transfer Request Part Check In frm Transfer Request Part Check Out frm Transfer Request Request Parts frm Anther Site Vid a Transfer Request Purchase Orders Add/Change/Delete/Clse Purchase Orders Re-Open Clsed Purchase Order View All Purchase Orders View Clsed Purchase Orders View Cmpleted Purchase Orders PM Schedule Add/Change/Delete PM Schedule Reprted Prblems Add/Change/Delete Reprted Prblem Service cdes Add/Change/Delete Service Cdes Inactivate Service Cde PM Grup Buttn View Standard Hurly Rate View Standard Hurs Service Repair Add/Change/Delete a Service Shw Adjusted Standard Hurs Tlbar Custmer Buttn Expenses Buttn Fuel Buttn allws access t Fuel screen frm the mail tlbar (shuld be used in cnjunctin with Fuel buttn in Vehicles area) Help Buttn Fuel Interface Buttn Licensing and Permits Buttn Parts Check In Buttn Parts Inventry Buttn PM Schedule Buttn PM schedule buttn Reminder Buttn access t the Reminders screen Reprted Prblems Buttn 104

105 Security Buttn access t view / mdify the user and grup security settings Service Cde Buttn access t the Service Cdes screen Service Screen Buttn Staff Buttn access t the Emplyees screen Tires Buttn Vehicle Buttn access t the Vehicles screen Vehicle Lg Buttn allws access t Lgs screen frm the mail tlbar (shuld be used in cnjunctin with Daily Lg buttn in Vehicles area) Vendr Buttn access t the Vendrs screen Wrk Order List Buttn access t the Wrk Orders screen (shuld be used in cnjunctin with the Wrk Orders buttn in the Vehicles area) Vehicle Licensing / Tags Add/Change/Delete Vehicle Licensing /Tags Vehicle Lgs Add/Change/Delete Vehicle Lgs Vehicle Parts Reference Add/Change/Delete Vehicle Parts Reference Vehicle Tires Add/Change/Delete Tire Recrds Vehicles Add/Change/Delete Vehicles Batch Meter Update Buttn perfrm batch meter updates frm the Vehicles screen Change Old Meter Fields Clear Warnings Expenses Buttn Fuel Buttn allw access if ptinal mdule is activated, shuld be used in cnjunctin with Fuel buttn in Tlbar area Inactivate Vehicle Reprted Prblems Buttn allw access if ptinal mdule is activated Service/Parts Buttn Vehicle Licensing/Tags Buttn allw access if ptinal mdule is activated Vehicle Lgs Buttn allw access if ptinal mdule is activated, shuld be used in cnjunctin with Lg buttn in Tlbar area Vehicle Parts Reference Buttn allw access if ptinal mdule is activated Vehicle Tires Buttn allw access if ptinal mdule is activated Wrk Order Buttn shuld be used in cnjunctin with Wrk Order buttn in Tlbar area Vendrs Add/Change/Delete Vendr Inactivate Vendr Wrk Orders/Invice 105

106 Add/Change/Delete Wrk Orders Change Actual Hurs in WO Service Clse wrk rder Credit Parts n Wrk Order - makes Credit Item checkbx available fr Parts Used Credit Service n Wrk Order makes Credit Item checkbx available fr Services Override Default Invice Infrmatin Repen Clsed Wrk Orders Recrd Wrk frm Outside Surces View All/Clsed/Cmpleted Wrk Orders View The Invice Labr Rate Fr WO Service Vid Wrk Orders 106

107 C H A P T E R 1 2 Reminders Truck Tracker allws yu the ability t easily view reminders fr Preventive Maintenance, Tire Life, Reprted Prblems, Licensing and Permits, Emplyee Physicals, Emplyee Licenses, Emplyee Vilatins, Emplyee Training, and Parts Rerder that will sn be due. T see this list, chse the Reminders buttn. Preventive Maintenance Reminders The default view is t shw PM events cming due fr all vehicles, accrding t the glbal reminder settings. Yu can separate this t shw nly PM events fr ne vehicle by selecting it in the Vehicle field. Alternately, yu can return t the entire list by chsing the View All buttn. Items shwn in red are past due r cming due within the glbal time perid. The reminders list is view nly. Vehicle Mdule Reminders There are additinal reminders fr ptinal mdules such as Incmplete Reprted Prblems, Vehicle Licensing and Permits abut t expire, Tires that are cming clse t their expected life, and Emplyee Physicals, Licenses, Vilatins and Training are abut t expire. 107

108 The Reprted Prblems reminders will trigger if the prblem has nt yet been cmpleted. The Vehicle Licensing and Permits reminders will trigger if the expiratin date is greater than r equal t tday s date minus the glbal time perid. The Tire Life reminder will trigger if the Tire s Put in Service Meter 1 plus the current vehicle meter is greater than r equal t tday s date minus the glbal time perid. Emplyee Mdule Reminders The Emplyee Physicals, Licenses, Vilatins, and Training reminders will trigger if the expiratin date is greater than r equal t tday s date minus the glbal time perid. Rerder Parts Reminder The Rerder Parts reminder fllws the same lgic as the rerder reprt. Depending n the rerder type, when the system sees that the part needs t be rdered, it will shw a reminder. Reminder Icns Truck Tracker nw puts icns in certain lists t highlight the fact that a vehicle, emplyee, r part has a reminder assciated with it. The fllwing are examples f what reminder icns might lk like: These additinal reminder icns require additinal queries and can slw dwn lad time. If perfrmance becmes an issue yu can try turning ff these icns under the lcal settings. Reminders With the Reminders feature Truck Tracker can be cnfigured t send an alert when a new reminder is detected. Currently Reminders can be set up fr each alert in the sftware. If an alert shws up in the Reminders screen it can ptentially generate an alert. 108

109 T define a new Reminder select the Lists menu and then chse Reminders. Here yu will see a list f all yur reminders fr the site yu are currently lgged int. T view anther sites Reminders yu will need t lg in t that site. T create a new Reminder click the Add buttn in the lwer right f the screen. Enter the required Cnfig Name field and the Recipients addresses. Yu can manually enter any valid address r select it frm the lists f existing address already entered int the sftware. Separate each address with a semi-cln s the system can identify separate addresses. There are Included Alerts and there are Excluded Alerts. The Excluded Alerts subtract frm the Included Alerts. Fr example, t alerts fr all the reprted prblems fr this site, add an included alert fr Reprted Prblems and specify All Vehicles. 109

110 Hwever, if I wanted Jn t receive all alerts fr reprted prblems except fr vehicles that are in the vehicle grup Sales then I wuld add an included alert fr Reprted Prblems and specify All Vehicles. After that I wuld add an excluded alert fr Reprted Prblems and select Grup Of Vehicles. Then specify which grup t exclude frm. In this case that wuld be Sales. Truck Tracker will exclude all vehicles with a grup f type Sales while including everything else. Yu can chse any cmbinatin f available alerts t be included r excluded. If yu want smene t receive all alerts fr just their vehicle, then just select Specific Vehicle and enter the vehicle cde fr the vehicle. At this pint yu may have nticed that there is a disabled Emplyee tab when yu are creating a new alert. The reasn is that sme alerts are emplyee based and thers are vehicle based. PM Reminders, Reprted Prblems, Licensing and Permits and Tires are vehicle based s yu can select frm Specific Vehicle, Grup Of Vehicles r All Vehicles. Physicals, Certificatins/Licenses, Vilatins and Training are emplyee based s yu can select frm Specific Emplyee, Emplyee Type, r All Emplyees. Depending n which Reminder Type yu select Truck Tracker will enable/disable the apprpriate tab. Finally, when yu are creating a new alert t be included there is an ptin t specify Resend Days. This tells Truck Tracker hw lng t wait befre sending an ntificatin after it has initially sent a ntificatin f a reminder. In the example abve, Truck Tracker will wait seven days befre resending the alert. If the reprted prblem has been taken care f in that seven day time frame then it will n lnger shw up in the Reminders windw. If it n lnger shws up in the Reminders windw, then Truck Tracker will nt re-send an e- mail fr that reprted prblem even thugh the seven days are up. Truck Tracker will nly re-send the reminder fr the reprted prblem in the Resend Days time has elapsed and it is still in the Reminders windw. Truck Tracker is designed t attempt t send s thrughut the day r nly nce a day. If the s aren t being received then pen the Errr Lg lcated at the lwer right f the Reminder screen. It is designed t give yu insight int sme f the reasns why s may nt be getting thrugh. If Truck Tracker has a prblem cnnecting t the server r has been given a bad address it will shw up in here. If the s are still nt being sent cntact yur netwrk administratr and have them check the server s applicatin lg fr messages frm the event surce Truck Tracker Service. If necessary have them cntact Truck Tracker Supprt. 110

111 Truck Tracker allws yu plenty f flexibility in cnfiguring when and hw ften e- mail alerts are sent. Yu can set it t ccur nce a day by selecting an start time and the setting the Time T Wait Between Each Reminder t 24 Hurs. Yu can als set it t ccur every 5 minutes t get a clser t real time alerts. If that is the case then the Start Time still needs t be set but it desn t really matter when yu set it. If yu have a large number f cnfiguratins yu may want t set the wait time t mre than 5 minutes. If yu have multiple sites the system will prcess all sites every 15 minutes in the example belw: NOTE: When changing any Service settings it may take up t six hurs t take effect. 111

112 C H A P T E R 1 3 Vehicle Maintenance Histry Fuel The Fuel mdule allws yu t track fuel purchases. These purchase recrds als allw yu t update vehicle mileage, current t the last time yu purchased fuel. (Fr directins n interface with ther fuel systems using the Fuel Interface Mdule see Chapter 15) T use the Fuel mdule, chse the Fuel icn frm the tlbar r pen the vehicle list and chse the Fuel buttn. T add a fuel purchase recrd, chse Add. (Yu can mdify fuel purchase recrds by chsing Change and delete them by chsing Delete. When entering a fuel purchase recrd enter the vehicle and the fuel vendr. The system will default t the current date and time, but yu can verride these with accurate dates and times fr the purchase. Yu als must supply the new current vehicle meter 1 value. Yu can verride the previus meter value if it is inaccurate 112

113 fr fuel /MPG calculatins by checking the verride bx. The previus meter value is filled in frm the last fuel meter fields in the vehicle recrd frm. If yu enter in a meter value that is higher than the actual meter value, the system will update the actual meter. If yu enter in a meter value that is lwer than the actual meter value f the vehicle, the system will nt update the actual vehicle meter. If yu enter meter value in errr that is higher than the current meter n the vehicle yu can update the current meter and the previus fuel meter values in the vehicle recrd frm. Supply fuel pricing infrmatin, and/r il infrmatin and tax infrmatin if apprpriate. Daily Lgs The Daily Lgs mdule allws yu t track daily vehicle mileage and emplyee drive time, as well as certain FMCSA required fields and IFTA reprting fields. The Lgs mdule als allws yu t update vehicle mileage, current t the end f the trip. Reprts are als available cncerning daily lgs. T use the Daily Lgs mdule, chse the Lgs icn frm the tlbar r pen the vehicle list and chse the Daily Lgs buttn. T add a new daily lg recrd, chse Add. (Yu can mdify lg recrds by chsing Change and delete them by chsing Delete. If yu delete a lg recrd, any updates t vehicle mileage remain with that vehicle recrd.) When entering a lg recrd, chse first the vehicle, and the date f the trip. The system will default t the current date but yu can verride these with the accurate date f the trip. Yu can als supply the starting value and current vehicle meter 1 & meter 2 values. These meter values are nt autmatically ppulated. If yu 113

114 enter in a meter value lwer than the actual meter value f the vehicle, the system will accept these recrds s that yu can enter histrical recrds, but will nt update the vehicle with the lwer meter value. Yu als have the ptin recrding the fllwing infrmatin based n the FMCSA Hurs f Service Regulatins. 1. Hurs/Remarks driver recrds time and lcatin when driving status changes. 2. Shipments driver recrds rder numbers, freight and weight f shipments. 3. State Mileage driver recrds ttal miles per state and amunt f fuel purchased in that state. 4. Custmer Infrmatin recrd any custmer and expense inf f the trip. Reprted Prblems The Reprted Prblems mdule allws yu t track prblems bserved fr a vehicle, and alert service persns t these prblems when they perfrm wrk rders. T use the Reprted Prblems mdule, it can be accessed either by the Vehicle list r by selecting the Prblems icn in the tlbar. If accessing by Vehicle list, select the vehicle fr which yu wish t reprt a prblem. Next chse Reprted Prblems. T reprt a prblem fr this vehicle, chse Add. The date and time f the reprt will autmatically default t the current date & time, but yu can verride these if 114

115 apprpriate. Yu must supply a service cde relating t the prblem, as well as the persn reprting the prblem. Yu can als supply meter infrmatin at the time f the prblem, and any ther infrmatin abut the prblem. If a prblem has been crrected, yu can check this bx t designate it as crrected, and it will then shw up in the list n the cmpleted tab. The same prcedure is fllwed if accessed by clicking n the Prblems icn in tlbar. Hwever, the vehicle cde will need t be entered first when adding the recrd. If an pen reprted prblem exists fr a vehicle, any wrk rder fr that vehicle will have a reprted prblems buttn that will pp-up a list f all pen reprted prblems fr that vehicle. When a service cde is added t the wrk rder that designates wrk has been dne t fix that prblem, the reprted prblem is autmatically mved t cmpleted status. Licensing and Permits The Licensing & Permits mdule allws yu t track vehicle licenses and sticker permits, t ensure that yu are aware when these items need t be renewed, etc. In rder t recrd a license r vehicle permit, first enter the vehicle mdule. Next, select the vehicle with a license r permit, and then chse the Licensing and Permits buttn. Finally, chse Add t insert a recrd f a license plate r vehicle permit. 115

116 The nly required infrmatin fr a license / permit recrd is the applicatin date, r date the item was applied n the vehicle. If yu supply an expiratin date, the Reminders mdule will shw reminders fr items expiring within the time span indicated in yur Glbal Settings. Tires The Tires mdule allws yu t track tire infrmatin fr each vehicle. In rder t recrd tire infrmatin fr a vehicle, first enter the vehicle mdule. Next, select the vehicle fr which yu want t add tire infrmatin, and chse the Tires buttn. Chse Add t create a recrd fr a tire. 116

117 Each recrd requires a tire number. Optinally, yu can add any ther tire infrmatin that is available, including warranty infrmatin and cst infrmatin. Yu can receive Tire Life reminders when the tire is reaching the expected life. Tire Life reminders will be triggered as fllws: If the sum f the Put In Service Meter 1 and the Expected Life values is greater than r equal t the Vehicle s current meter 1 value minus the glbal reminder setting fr tire life value, then a reminder is shwn. Expenses Truck Tracker allws yu t assciate varius types f expenses with each vehicle. The types f expenses yu can add are Fuel, Parts, Service, Licensing, Insurance, Depreciatin and Other. T pen a list f all expense recrds, click n the Expenses icn n the tlbar r select it frm the Lists menu. T create a new expense click n the Add buttn and fill ut the expense infrmatin. Yu can als add a new expense frm the Vehicle Screen as well. Just click n the Expense buttn t view all expenses fr a selected vehicle recrd. If yu enter in a current meter value that is greater than the actual value f the vehicle meter, then the vehicle meter will be updated. If it is lwer than the actual value then the vehicle meter will nt be updated. 117

118 If yu enter in a ttal meter value while adding an expense recrd, then it will always get added t the actual vehicle meter value. If yu change an expense recrd later and alter the ttal meter value, the system will nt update the actual vehicle meter value. 118

119 C H A P T E R 1 4 Fuel Interface Mdule TT Sftware allws yu the ability t imprt data frm external fuel systems such as Gasby, FuelMaster Plus, Fuelman, Wright Express, Cmputrl, and PetrVend thrugh the purchase f a separate fuel interface mdule. The mdule will allw yu t imprt, review, adjust, and then merge yur fuel system data int yur Truck Tracker database. Setup and Cnfiguratin T run the Fuel Interface mdule yu must first specify the Interface Type cnfiguratin in the site settings. Select which system yu re using, and then type the path f the flder (nt the data file itself) where yur fuel data is lcated. Alternatively, yu can brwse t this flder by clicking the ellipse buttn and navigating t the flder. 119

120 Gasby (Gasby fr Windws sftware required) Gasby fr Windws sftware generates the rawtrans.dat file fr 3 rd party sftware interfacing. See Gasby manual fr details n hw t generate this transactin file. Default Price per Galln: rawtrans.dat file des nt recrd price per galln in transactin data. Yu can specify the default price per galln in the cnfiguratin ptins r update individual recrds befre the final imprt. Psitin f vehicle ID in transactin file. Vehicle ID is usually lcated at psitin 121 f the Gasby rawtrans.dat transactin file. If nt, yu can mdify this setting. Length f vehicle ID in transactin file. The field length is usually 8. If nt yu can change this setting. Use Fixed Length Vehicle IDs (with leading zers). If yur vehicle number scheme is such that each is the same length with leading zers (i.e. 0001, 0002, 0003, 0004, etc.) then check this bx and enter the fixed length f yur TT vehicle ID field. This is required because the transactin file uses zers instead f spaces, s by default all leading zers are ignred. Odmeter field has decimal place. Check this bx if yur transactin file recrds dmeter reading with a decimal place. Default is ff. Fuelman Imprted as a.csv file. First recrd cntains clumn names. N advanced settings required. FuelMaster Plus The nly ptin yu need t setup fr FuelMaster Plus is whether r nt yur Truck Tracker vehicle # s are fixed length with leading zers (i.e. 0001, 0002, 0003, 0004, etc.). If s the check the prper checkbx and specify the fixed length in Vehicle ID Length. Wright Express Imprted as a.txt file. First recrd cntains clumn names. N advanced settings required. PetrVend (Phenix) The nly ptin yu need t setup fr Phenix is whether r nt yur Truck Tracker vehicle # s are fixed length with leading zers (i.e. 0001, 0002, 0003, 0004, etc.). If s the check the prper checkbx and specify the fixed length in Vehicle ID Length. 120

121 Imprting Fuel Histry T begin imprting fuel system data, pen the mdule and select Prcess Temp Fuel Data. This will pen a dialgue windw in which yu can select the particular fuel data file yu will imprt. (By default, the system will ask yu t chse a file frm the flder yu indicated when yu cnfigured the Fuel Interface Mdule, but yu can chse a file in anther flder lcatin if apprpriate.) The prcess will imprt all f the transactins frm that file int a temprary table where yu can review and mdify the data befre the final imprt int yur Truck Tracker fuel database. This prcess will verify a number f things, such as the vehicle cdes exist, the transactins are in chrnlgical rder and the last meter reading is within the daily range. Nte: If yu want t imprt multiple files at nce, yu may select Prcess Temp Fuel Data multiple times. Each time yu perfrm the prcess, it will merge the data frm the file int the temprary table. This als means that yu can prcess the same file twice, s be sure t use care selecting the apprpriate files. Once the prcessing is cmplete, the recrds will be divided int three separate tabs t help visualize which transactins have errrs and which d nt. Frm here yu can delete transactins r change them t remve errrs. 121

122 Yu can delete any errant recrds by selecting a recrd in the list and chsing Delete. If yu wish t clear all f the recrds in the temprary file, chse Delete All (alng the lwer left crner). This will und all f yur wrk, at which pint yu will need t start ver. If yu chse Clse (withut cmpleting) the list will clse but the temprary table will remain intact, hlding all f the infrmatin and changes yu have made. Once yu have finished reviewing and mdifying the fuel recrds, chse Cmplete Fuel Imprt. This will imprt the temprary fuel table int yur live Truck Tracker database. The system will nt imprt recrds flagged with errrs. These recrds will remain in the temprary table, and yu must fix and then imprt them r manually remve them. Otherwise these recrds will simply remain in the temprary file. Recrds flagged with warnings will be imprted, but recrds with errrs will nt. 122

123 C H A P T E R 1 5 QuickBks Interface Mdule T use the QuickBks Interface Mdule, yu will first need t register the mdule. (Yu can register this mdule when yu register the main applicatin, r later n if yu re purchasing it separately.) T register the mdule, chse Register Item frm the Help menu. Once yu have registered the mdule, yu can begin using it t exprt yur wrk rders directly t QuickBks as Invices. Setup and Cnfiguratin Befre yu can begin exprting data, yu must first cnfigure the lcatin f yur QuickBks cmpany file. Indicate this infrmatin by ging t the File menu and chsing Settings. Select the QuickBks Interface sectin. Select which QuickBks cmpany file yu re using, and then type the path f the flder (including the data file itself) where yur QuickBks cmpany file is lcated. Alternatively, yu can brwse t this file by clicking the ellipse buttn and navigating t the file. 123

124 Nte: By default QuickBks installs itself int the C:\Prgram Files\Intuit flder in a directry named fr the current versin f QuickBks installed. The secnd setting Overwrite QuickBks Custmer Details determines whether r nt QuickBks custmer infrmatin will be exprted and verwritten when an invice is exprted. With this ptin checked, any changes made t the custmer recrd will be carried ver t QuickBks whenever it is exprted as part f an invice. Preparing t Exprt the First Invice 1. Install QuickBks Fundatin Class library (QBFC4_0Installer.exe). This will be fund n the installatin disc in the MduleSetup flder, Frm the Windws start menu, click RUN and then brwse the install CD, duble click the MduleSetup directry, and then duble click the QBFC4_0Installer.exe file. The fllwing example is if Drive E was yur CD-Rm. Or it can be dwnladed and installing it directly frm Intuit sftware at: lad/qbfc4_0installer.exe 2. Open QuickBks with the same cmpany file selected in the Site Cnfiguratin abve. 3. The QuickBks integratin requires specific accunts and items t exist in QuickBks befre an invice can be exprted. In the event these bjects d nt exist, the QuickBks Integratin mdule will attempt t create these bjects autmatically. If these bjects already exist, then the QuickBks integratin mdule will validate that the bjects are cnfigured prperly and display an errr message fr any that fail this test. These bjects are defined as fllws: Accunts: Sales Name: Sales Type: Incme Descriptin: Sales Services Name: Services Type: Incme 124

125 Descriptin: Services Sales Tax Cdes: Tax Sales Tax Cde: Tax Descriptin: Taxable Sales Taxable: Yes Nn Sales Tax Cde: Nn Descriptin: Nn-Taxable Sales Taxable: N Vendrs: [Tax1Name] Vendr Name: [Tax1Name] Type: Tax agency [Tax2Name] Vendr Name: [Tax2Name] Type: Tax agency Nte: [Tax1Name] and [Tax2Name] will be the actual name f the taxes as set in Truck Tracker. They will nt include the brackets. Fr Example: If Tax1Name was State IL, then that is the name f the Tax agency that will be created. Items: Part Type: Nn-inventry Part Item Name: Part Price: 0.00 Tax Cde: Tax Accunt: Sales Inf Type: Nn-inventry Part Item Name: Inf Price: 0.00 Tax Cde: Nn Accunt: Sales Service Type: Service Item Name: Service Price: 0.00 Tax Cde: Nn Accunt: Services Part Subttal Type: Subttal Item Name: Part Subttal Descriptin: Part Subttal Service Subttal 125

126 Type: Subttal Item Name: Service Subttal Descriptin: Service Subttal 4. T begin exprting the first invice, bring up the Wrk Order list screen by clicking n the WO List buttn. Then press the QuickBks Exprt buttn t bring up the batch exprt screen. Alng the tp are tw tabs (Nn-Exprted and Exprted) that specifically relate t the QuickBks integratin. Nte: Befre an invice can be exprted int QuickBks, it must be in the Clsed state t appear in the Nn-Exprted brwse. Als, each recrd must have an assciated Custmer, as this is required by QuickBks. Once the recrd has been exprted, it will mve frm the Nn-Exprted tab int the Exprted tab. 5. Select the Invices (Wrk Orders) that yu want t exprt by duble clicking the empty bx, r press Check All. Then click the Exprt t QuickBks buttn. At this time the QuickBks interface will attempt t cnnect t the QuickBks cmpany file. A screen similar t the ne that fllws will appear: 126

127 QuickBks nw wants yu t cnfirm that Truck Tracker is allwed t access yur cmpany file. Yu determine the level f access fr Truck Tracker by selecting a chice frm the D yu want t allw this applicatin t read and mdify this cmpany file. Once selected, these settings can later be mdified in QuickBks by ging t the Edit->Preferences menu and selecting the Integrated Applicatins sectin. At this time, the prgram will then attempt t imprt the Truck Tracker invice. In the event a change needs t be made t the wrk rder, it can be re-pened, changed, and re-clsed befre clicking the Re-Exprt t QuickBks buttn. Yu can review r mdify any recrd by duble clicking n it, r by selecting it and chsing Change. Exprted Data Data exprted frm Truck Tracker will start frm the Invice and include all aspects shared by QuickBks. This will include the Custmer Infrmatin, Tax infrmatin, Services, and Parts. 127

128 Custmer Infrmatin: Cmpany Name, First Name, Last Name, Bill T address, Cntact, Phne, Fax, Cell (Alt.Phne) , Credit Terms, Sales Tax infrmatin, and Credit Limit. The cnnectin between Truck Tracker and QuickBks is the Custmer Cde and the Custmer Name. This is the field that will be cmpared fr custmer exprts. If the Overwrite QuickBks Custmer setting is checked, then all f the abve infrmatin will be autmatically verwritten each and every time an invice with the assciated custmer is exprted. If this setting is nt checked, then a custmer recrd will nly be created if it des nt exist, but n mdificatin will ever be dne. Invice Infrmatin: Invice Date, PO Number, Credit Terms, Wrk Order Number, Vehicle Infrmatin, Service Line Items, Parts Line Items, Tax infrmatin. Vendr Infrmatin: Depending n the tax cnfiguratin f yur rganizatin, several different types f taxing infrmatin may appear in QuickBks. Tax1 and Tax2 will bth be exprted as needed and created as Tax Agencies in QuickBks. If a cmbinatin f Tax1 and Tax2 items appears, a third Tax item referred t as Tax1 & Tax2 may appear. This is a tax grup that cntains bth Tax1 and Tax2. (See belw fr mre infrmatin regarding Truck Tracker and QuickBks tax infrmatin) These vendrs will be created autmatically. Accunt Infrmatin: QuickBks will generate tw accunts, Part and Service. These accunts will be used t represent Parts sales, and Service Sales. Shuld these Accunt names nt exist, they will be created autmatically. Tax Infrmatin In TT sftware tax infrmatin is handled based n the user preferences selected frm the wrk rder. These check bxes determine which taxes are applied t Parts and Services. 128

129 As a result f the way QuickBks handles Taxes, taxes will be handled either as individual line items, r as a grup tax that envelps all invice line items. Individual line items will either be taxed r nn-taxed based n the user preferences. Finally, the Tax2 n Tax1 tax is unable t be supprted in QuickBks, and is thus nt reflected in QuickBks. In QuickBks, custmers can be assigned default tax values. But, unfrtunately they d nt ffer as large an ability t select what is ging t be taxed and what is nt. As a result f this behavir, whenever pssible, a custmers default tax cde will be linked t the apprpriate tax agency. In the event that QuickBks cannt handle the tax selectin fr a particular custmer, then a Vendr with n tax agency and a 0% tax rate will be assigned with a generic nickname t assist the user in the event they wish t manually insert line items/wrk rders in QuickBks. 129

130 Cmmn Errr Messages Errr: Class nt registered QBFC nt installed r registered. Install QBFC4, if yu still get the errr then there was a prblem registering the qbfc4.dll COM server. Seems t happen in Windws Vista/7 because f permissin issues n this flder: C:\PrgramData\Intuit\QBSDK\lg, r when QB is already installed n the machine. Yu can set the permissins n that flder and install again. Or yu can manually register the COM class by running a cmmand prmpt (as Administratr) and typing this cmmand: C:\Windws\System32\Regsvr32.exe C:\Prgram Files\Cmmn Files\Intuit\QuickBks\qbfc4.dll Errr: This applicatin s certificate is expired. If yu want t allw the applicatin t lg int QuickBks autmatically, lg int QuickBks and try again. Then click Allw Always when yu are ntified that the certificate has expired. This errr happens whenever the QuickBks interface attempts t exprt t a cmpany file but has nt been granted permissin t access the file. T reslve this, launch QuickBks and make sure yu are viewing the cmpany file that yu want t use. At this pint, when yu exprt it will prmpt yu fr the type f access yu wish t allw. Errr: Access denied. This applicatin des nt have permissin t access this QuickBks cmpany data file. If access is required, the QuickBks administratr can grant permissin thrugh the Integrated Applicatin preferences. Anther errr caused by the setting restrictin. This is the message that will appear if QuickBks is nt running, but permissins are denied in the cmpany file. Like befre, g t Edit->Preferences and Find Integrated Applicatins, and alter the Truck Tracker listed under Cmpany Preferences. 130

131 Errr: Access denied by the user. This errr happens when a user has selected NO t allwing access t the cmpany file. T crrect this prblem, pen QuickBks and g t Edit- >Preferences and Find Integrated Applicatins, and alter the applicatin name listed under Cmpany Preferences. 131

132 C H A P T E R 1 6 Dcument Attachments The system allws yu t attach dcuments t Vehicles and Wrk Orders, Emplyees and Vilatins, as well as Parts Inventry. It stres these dcuments in a flder defined by yu. Once this feature is setup and dcuments attached, users will be able t view and edit these dcuments frm their cmputer. Setting up a Dcument Library There is a separate dcument library fr each site. The dcument library must be a flder n yur cmputer r netwrk that allws read and write permissins. If a user des nt have permissin t write t this flder, they will nt be able t use the dcument links feature. NOTE: If the site yu are lgged int is at anther lcatin sme f the Dcument Links may nt be available fr viewing. This depends n where Truck Tracker is cnfigured t stre its Dcument Library. Viewing the Dcuments Library Yu can view all yur dcuments by ging t the Lists menu and selecting the Dcument Links menu item. Yu can see all f the dcuments fr the site yu are currently lgged int. The dcuments are seperated int 3 tabs fr Vehicles, Emplyees, and Parts dcuments. T pen a dcument simply click n the blue hyperlink. Yur system must be able t recgnize the file type in rder t pen it. Fr example, if yu try t pen a PDF file and yu dn t have Adbe Reader installed, yu might nt be able t view that dcument. 132

133 Dcument attachments are als viewable within the recrd that they are linked with. T view attachments fr a specific emplyee, vehicle, r part recrd, pen the recrd by selecting it frm its main list and press the Change buttn. Within the frm yu will see a Dcuments tab with a list f dcuments related t this recrd where yu can Add, Change r Delete dcument attachments. Attaching a Dcument T attach a dcument frm the full dcuments list, first select the tab yu want t use and then press the Add buttn. Supply the required vehicle, emplyee, r part recrd and chse the file that yu want t attach. Optinally enter a descriptin, categry and wrk rder reference. Dcuments can als be attached directly t a recrd by pening (Changing) the recrd selecting the Dcuments tab. 133

134 C H A P T E R 1 7 Reprting Truck Tracker allws yu the ability t easily generate reprts s that yu can print relevant business infrmatin fr administratin and management. The system cmes with many predefined reprts. Yu can als create custm queries fr reprts, and ptinally save these custm queries fr repeated use. Reprts are available frm the Reprts drp dwn list. Yu must have apprpriate security permissins t generate reprts. There is an additinal level f security fr the ability t generate apprpriate reprts fr all sites. Certain reprts require yu t enter a date range fr which yu are reprting. Type in these dates by hand, r chse frm a pp-up calendar. The system will default with a start date f the first day f the mnth and end with the current date. Detailed reprts require yu t enter which recrd (vehicle recrd, fr example) yu wish t see detailed infrmatin. Chse the recrd frm a pp-up list f recrds. All reprts can be exprted frm the Print Preview windw t either a PDF file r an HTML file. Select the File Menu, chse Save As, select the frmat yu want t Exprt, and specify the lcatin and file name t save as. 134

135 Perfrming Custm Queries in Reprts T perfrm a custm query reprt, chse the Query tab. By default, the reprt will include nly the current site s data. In multi-site installatins t include the data frm all sites, click the All Sites check bx. Any saved queries will appear in a drp dwn list. If yu regularly run a custm query, yu can save it t easily use it again at a future time. T run a new custm query, chse the Custm Query chice in the drp dwn list. Depending n which reprt yu chse, all available fields fr that type f recrd that yu might want t query against are available fr query. Fr example, an inventry reprt will let yu chse any fields in inventry recrds. 135

136 Once yu ve selected which field yu wish t filter by, select hw yu wish t query this field. Then select hw yu wish t filter by this field. 136

137 Enter any additinal lgic t yur query t expand r further limit yur filter. Fr example, yu might want t add anther cnditin t yur query t get a mre limited result set, like finding all vehicles at a certain lcatin that are als in a specific grup. T add a filter that can further limit the size f the result set, press the AND buttn. Then create anther cnditin. If yu want t add a cnditin t yur query that can expand yur result set t include mre recrds, press the OR buttn. Fr example yu might want t get a result set fr all vehicles that are at ne lcatin OR anther. In this case yu need t create 2 cnditins with an OR in between. If yur query is mre cmplicated than 2 cnditins, then yu might need t grup sme f the cnditins tgether. Fr example, if yu wanted t find all vehicles at a certain lcatin that is als in ne f tw specific grups, then yu wuld want t grup all f the OR cnditins tgether. Press the GROUP buttn and mve the OR cnditins int the grup. Depending n the query yu are trying t accmplish yu might need t grup sme cnditins tgether. Once yu are dne, chse, finish and the reprt will be generated. T allw yu t save a custm query fr repeat use, the system will prmpt yu t save a custm query. If yu chse yes, then yu name this query apprpriately. 137

138 This query will appear in the drp dwn list in this reprt sectin. The saved query name will als be displayed in the reprt heading fr reference t what type f custm data this reprt cntains. It is recmmended that yu save all custm queries with a descriptive name. The query descriptin will appear n each page, under the reprt heading. 138

139 C H A P T E R 1 8 Database Backup and Restre Truck Tracker allws yu the ability t perfrm database functins such as reindexing, backups and restratin frm within the prgram. It is recmmended that yu perfrm a backup after yu install and register the sftware. Yu shuld als make a backup n a daily basis. If yu are running lw n disk space yu shuld mve yur backup files t anther strage lcatin. Full Backup T perfrm a backup, chse the File menu and then chse Backup. T start the backup prcess, chse Start. This will create a new full database backup file marked with the current system date and time. The backup flder can be changed under the Glbal Settings sectin. The SQL Server service will create the backup file at this lcatin as lng as it has permissins. The SQL Server service is creating the backup file, s the lcatin is relative t the server, and the user accunt permissins frm this service are assumed (the default accunt is Netwrk Service). External Backup In mst cases it is sufficient t have yur external backup sftware simply cpy the SQL Server backup flder and let the TT sftware create the backup files. If yu want t manually perfrm a SQL backup peratin yurself yu need t supply a server lgin with database backup permissins. The SQL Server lgin accunt is named TruckTrackerRead, and the default passwrd is TruckTr@ck3rR3@d. The database is named TruckTracker (n space). This passwrd can be changed frm the File menu, Database Tls sectin. It s recmmended that yu change the passwrd fr security. 139

140 Full Restre T restre the database t a previus full backup, chse the File menu and then chse Restre. Chse a file frm the backup lg table, r select Restre frm Alternate Lcatin checkbx t manually lcate and restre a backup file. Imprtant! When restring frm an alternate lcatin, the restre path is relative t the SQL Server machine, and the user accunt that the SQL Server Service is running as must have permissins t read frm that flder. If yu experience any prblems with a backup r restre peratin please cntact yur system administratr. 140

141 Autmatic Backup Service TT Sftware cmes with the ability t schedule daily autmatic backups. backups will be prcessed and saved accrding t the Glbal Settings. The Chse the days f the week and time f day t create a full backup. The Number f Days t Retain Backups determines hw lng Truck Tracker will wait befre purging ld backups. If yu set it t zer it will nt delete ld backups. 141

142 C H A P T E R 19 Imprting, Exprting, and ing Data Imprting Data Befre imprting data int the system yu shuld create a new database backup file and make sure n ther users are entering data in the system. The reasn is because if yu want t remve the imprted data and start ver, yu must remve each imprted recrd ne by ne. It is much easier t simply restre the database t a pint just befre the imprt prcess. The data must be in a cmma separated text file (*.csv). Strings shuld be quted if the data cntains any cmmas. Multiple site imprt is nt supprted. The imprt will assciate the recrds with the site that the user is currently lgged n t. Vehicles, vendrs, emplyees and parts lists must be imprted separately fr each site. Service cdes are glbal t the entire cmpany and can be imprted nce fr all sites. It helps t have the field names in the first rw when mapping the target fields. If the field names are included in the first rw f the imprt file, yu can press the Aut buttn t attempt t autmatically map the fields accrding t the field name. Otherwise the field will be referenced by field number. Click n the Next buttn t preview the recrds in the imprted file. 142

143 Chse the field frm yur imprt file n the left and then chse the target field n the right that yu want t assign t. Press the Assign buttn t assign the field frm the imprt file t the target database field. Press the Unassign buttn t un-assign the field. T specify the data type and frmat f the imprted field, select the field and press the Picture buttn. Nw fr numeric and decimal fields, fr alphanumeric data. Fr date and time fields, enter the crrect frmat accrding t yur requirements frm the data frmat cdes belw. Data Frmat Cdes (als knwn as picture tkens) define the way a field displays when a file is imprted int r exprted ut f Truck Tracker sftware. There are six types f Data Frmat Cdes: Numeric and Currency, Scientific Ntatin, Date, Time, Picture Patterns, and String. Bth the imprt and the exprt screens have a Picture buttn where Data Frmat Cdes can be defined. Belw are examples f different Data Frmat Cdes: Numeric and Currency All numeric and currency cdes begin Here are sme examples: Numeric Result 4,550,000 Nine digits, grup with cmmas Nine digits, n gruping, leading blanks if Nine digits, leading ***45,000 Nine digits, asterisk fill, grup with Nine digits, grup with Nine digits, grup with perids Decimal Result 4, Tw decimal places, perid decimal Tw decimal places, perid decimal separatr, n gruping, blank if 4550,75 Tw decimal places, cmma decimal 4.550,75 Cmma decimal separatr, grup with 4 550,75 Cmma decimal separatr, grup with spaces, Signed Result Frmat 143

144 @N-9.2B -2, Leading minus sign, blank if Trailing minus (2,347.25) Enclsed in parens when negative Dllar Currency Result $2, Leading dllar sign, blank if $2, Leading dllar sign, trailing minus when $(2,347.25) Leading dllar sign, in parens when negative Int'l Currency Result F~ ,50 F ~12' L ~12.2 1, United kr1.430,50 DM1.430,50 mk~ 1 430,50 mk kr~ 1.430,50 kr Sweden Scientific Ntatin Frmat All scientific ntatin cdes begin Here are sme examples: Cde Value 1,967, ,967, e

145 Date Frmat All date cdes begin Here are sme examples: Cde Frmat mm/dd/yy mm/dd/yy 10/31/59!This defaults t mm/dd/yy mm/dd/yyyy mmm dd, yyyy OCT mmmmmmmmm dd, yyyy Octber 31, dd/mm/yy dd/mm/yyyy dd mmm yy 31 OCT dd mmm yyyy 31 OCT yy/mm/dd yyyy/mm/dd yymmdd yyyymmdd mm/yy mm/yyyy yy/mm Windws Cntrl Panel setting fr Shrt Date Windws Cntrl Panel setting fr Lng Date Alternate mm.dd.yy Perid mm-dd-yyyy Dash separatr 145

146 @D5_ dd mm yy Underscre prduces space dd,mm,yyyy Grave accent prduces cmma separatr Time Frmat All time cdes begin Here are sme examples: Cde Frmat hh:mm hhmm hh:mmxm hh:mmxm hh:mm:ss hhmmss Windws Cntrl Panel setting fr Shrt Time Windws Cntrl Panel setting fr Lng Time Alternate hh.mm Perid hh-mm Dash hh mmxm Underscre prduces space hh,mm,ss Grave accent prduces cmma separatr Pattern All pattern cdes begin with delimiter and end with the P delimiter. The case f the delimiters must be the same. Here are sme examples: Cde Value /31/59 146

147 @P(###)###-####P <#"P 506 5' <#z.p 902 9lb A31.C2 String All string cdes begin Here is an example: Cde Value xxxxxxxxxxxxxxxxxxx xxxxxxxxxxx!a 20 character string field Exprting Data Chse the fields n the left that yu want t include in the exprt file. Press and hld the CTRL key t select multiple fields r the SHIFT key t select a range f fields and press the Add buttn. T remve a field frm exprt fields, select the field and press remve. Yu can shift the rder f the fields by pressing the Shift Up and Shift Dwn buttns. 147

148 It is usually best t select Include header recrd with field names s that the first recrd f the exprt file has a header recrd with the field names. T change the frmat f the exprted data, highlight the field and press Picture buttn. Then enter the crrect picture tken. Imprt / Exprt Jbs Once yu have an imprt r exprt prcess ready t run, yu can save the settings as a template by pressing the Jbs buttn, then clicking Add, entering the Jb Name and finally pressing Ok t save. Yu can mdify r remve this template at any time. T quickly apply a saved Jb t yur prcess, press the Jbs buttn, highlight the template yu want t use, and press Select. This will apply the settings and save yu frm recnfiguring the entire prcess. Exprting and ing Data using the Send T Buttn When yu press the Send T buttn (n the bttm left side under each list), yu can chse t exprt that list in a number f ways. 148

149 Chse Printer t print the list directly t ne f yur printers as a reprt. Chse File t exprt the list t the chsen Dcument Frmat. Chsing will exprt the list t the chsen Dcument Frmat and autmatically attach it t an . Yu must supply an address t cntinue sending the list t an attachment. If yu have already cnfigured yur settings yu can press the Send buttn and it will be sent autmatically. If yu need t cnfigure these settings check the bx Cnfigure Settings. Belw is a screensht f the Send Optins windw. If yu are using Micrsft Outlk and it s currently running n yur desktp then select Use MS Outlk ptin in the bttm left crner. Otherwise yu need t enter yur SMTP server address, prt number, username, passwrd, and ptinal security settings. Yu can have this pre-fill n all wrkstatins t the same SMTP server settings by enabling the setting Pre-Fill Lcal SMTP settings under File->Settings-> Settings. 149

150 Specify a Frm field fr the . Usually this needs t match the address frm which the mail will actually be sent. T will be pre-filled frm the previus screen; yu can add mre addresses separated by cmmas r a semi-clns. Subject will be pre-filled based n the list yu are sending. The attachments list will be set t the temprary exprt file generated fr this . Yu can add attachments here if yu like by pressing the ellipse buttn ( ). Yu can als change the text befre it is sent. Reading Data directly frm SQL Server Truck Tracker includes an SQL Server Lgin accunt with read-nly and backup permissins n the database. The SQL Server lgin accunt is named TruckTrackerRead, and the default passwrd is TruckTr@ck3rR3@d. The database is named TruckTracker (n space). This passwrd can be changed frm the File menu, Database Tls sectin. It s recmmended that yu change the passwrd fr security. 150